Wheaton is a leading private, coeducational, liberal arts college
of 1800 students located in Norton, MA and within easy commuting
distance of Boston and Providence.
Admission Operation Specialist/ Coordinator of Events
Staff Work Schedule (hours/dates):
Monday - Friday, 8:30am - 4:30pm
Academic Year Schedule (dates):
Job Summary/Basic Function:
Wheaton College is seeking a full-time Admission Operation
Specialist/ Coordinator of Events reports to the Director of
Admission. Exact title and salary will be commensurate with the
level of experience of the successful candidate. Incumbent serves
as a key member of the Office of Admissions operations staff to
meet the division’s evolving goals and objectives. The successful
candidate will demonstrate a high level of technological competency
while working collaboratively among a dynamic and fast-paced
ESSENTIAL JOB FUNCTIONS :
- Primary operations contact for in-person and virtual event
logistics and organizer of College Fair Invitations.
- Serve on the Admission Event Committee responsible for
coordinating and providing functional support to the on-campus and
virtual events. Provide operational support for all special
on-campus and virtual events including the annual Welcome to
Wheaton Day, Open Houses, Preview Days, counselor programming,
overnight experiences, special Saturday programming, and virtual
programs for prospective and admitted families.
- Specific event management responsibilities include managing a
database of registrants; data collection and reporting, reserving
locations via the campus scheduling software; securing zoom
platforms for virtual programming; coordinating with other campus
offices for food, facilities and technology support; preparing
registration materials (i.e. welcome package and program agenda);
overseeing the accurate coding and follow up for attendees (and
non-attendees); sending event survey to attendees; preparing and
working with outside vendors, as needed and creating and
maintaining an event project planning/timelines and checklist for
all key Admission Office events.
- Supports the college fair coordinator with the college fair
process, including but not limited to: maintaining database, the
registration, facilitate payments, and scheduling of college fairs,
maintaining and managing records of college fair outcomes,
analyzing results and communicating them with admission staff and
alumni volunteers, coordinate delivery of college fair materials to
alumni volunteers and counselors. Seeks to continuously improve
efficiencies in the processing of college fairs and the uploading
of new leads utilizing the departments CRM ( SLATE ) to achieve
- With other Admission Operations team members: manage incoming
mail, counselor database, data entry and data imports; process,
scan, and verify applications (and related materials), transcripts,
standardized testing, and admission decisions; and respond in a
timely and professional manner to all general inquiries from
prospective students and parents, as well as school officials,
related to Wheaton’s application process.
- Provide front desk support (as needed), not limited to,
answering incoming phone calls, and exemplify excellent customer
service for division and in coordinating visits and welcoming
prospective students, parents, and other visitors to the Office of
- Provide routine administrative support to Admission Officers
that might include mailings and promotion (mail and email) of
travel events, and support for various special events and projects
OTHER DUTIES AND RESPONSIBILITIES :
- Provide on-going support to counselor(s) during travel and
reading season through the admission buddy program.
- Support Student Employment Supervisor, serving as a back-up in
the coordinator’s absence to handle student employment related
- Work on designated Saturdays, in rotation with other staff, as
needed. Represent Wheaton during weekend and evening admission
programs. Work one day during the College Holiday Break, as needed.
Be available (on-call) for possible weekend work during key peak
- Perform other related duties as required or assigned by the
Director of Admission.
- Explore ways to utilize technology to make the office
operations more efficient and effective.
- High school diploma required; Bachelor’s degree preferred.
- At minimum, duties require knowledge of administrative skills
equivalent to the completion of a Bachelor’s degree and one to
three years of related experience; or the equivalent combination of
education and experience.
- Working knowledge of current office procedures, practices, and
technology software and systems, as well as a demonstrated record
of using technology to improve efficiency.
- Proficiency with computers required, and experience and with
databases and productivity applications (e.g. Microsoft Office
Suite, Slate, Banner, Google Office Suite, and Qualtrics) strongly
- Ability to work independently while operating effectively
within a team in a fast-paced, customer service environment with
patience; flexibility; a positive attitude; and strong
organizational, interpersonal, diplomatic, negotiation, leadership,
customer service skills.
- Eagerness to assume new responsibilities.
- A high level of energy and a can-do attitude.
- Possess diplomacy, tact, and knowledge of College-wide
- Sound judgment, and a clear understanding of and discretion,
with the handling of personal and confidential information is
- Excellent organizational, interpersonal, customer service, and
written and oral communication skills, as well as accuracy and
attention to detail are strongly desired.
- Willingness and ability to prioritize and manage multiple tasks
against tight deadlines, serving as a close collaborator with
teammates in the division and across campus, and work in an office
with a high level of customer service is expected.
- Demonstrated commitment to supporting diversity, equity and
inclusion is essential.
- Standard office environment, not subject to extremes in
temperature, noise, odors, etc.
- May spend extended periods at the terminal, on the telephone,
or operating other office machines, requiring eye-hand coordination
and finger dexterity.
- Regular interruptions to assist staff, faculty, and
- May require bending, lifting and carrying of mailing materials
and office supplies.
Individuals must possess these knowledges, skills and abilities or
be able to explain and demonstrate that the individual can perform
the essential functions of the job, with or without reasonable
accommodation, using some other combination of skills and
Wheaton is a private coeducational liberal arts college within
commuting distance of Boston and Providence. We have nearly
undergraduates from 40 U.S. States and more than 70 countries.
of our undergraduates are U.S. students of color and 11% are
citizens. Wheaton College is an equal opportunity/affirmative
employer and does not discriminate against any individual or group
basis of gender, sexual orientation, gender identity or expression,
race, color, religion, national origin, veteran status,
information, or disability. In a continuing effort to maintain and
an intellectually diverse learning environment, the Department and
College actively encourages applications from women and members
Open Until Filled
Office of Human Resources
Special Instructions to Candidates:
To prevent the infection and spread of COVID -19 and as an integral
part of our public health and safety measures, Wheaton College
requires that all successful applicants hired provide proof of full
vaccination for COVID -19 at the time of employment, unless an
exemption from this policy is requested and approved. Applicants
believing that they need an accommodation of this policy because of
a disability, medical condition, or sincerely-held religious belief
should inform the Office of Human Resources after an offer of
employment is extended.
Wheaton College is embracing a flexible approach to the workplace
and has established an alternative work arrangements policy. This
policy seeks to provide options for alternative work arrangements
that include remote, hybrid and flexible schedules. Depending upon
the nature of the position, some departments may be able to support
their employees in establishing work arrangements under this policy
that balance on-site work with some remote work and as such,
candidates are encouraged to explore these options with the hiring
manager when interviewing.
Required fields are indicated with an asterisk (*).
Optional & Required Documents
- Cover Letter
- List of References