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POSITION SUMMARY

As a vital member of the Campus Experience Team at Hobart and William Smith, the Admissions Events Coordinator is dedicated to creating unparalleled and welcoming experiences for all visitors. This position is responsible for the coordination, management, and execution of on-campus admissions events, including Open Houses, Admitted Student Days, group visits, counselor events, classroom visits, and supports the planning and execution of off-campus regional and yield events.

The Admissions Events Coordinator ensures each event reflects our commitment to exceptional service and access to high-quality education. This role requires evening and weekend work at various times throughout the year to accommodate the diverse needs of our visitors, ensuring they feel valued, delighted, inspired, and connected to our relationship-rich community.

Essential Responsibilities:

Campus Events:

+ Manage operations for on-campus events

o Conduct outreach to faculty and staff for presentations, confirming and tracking campus participation, schedule student workers and staff, prepare materials.

o Work with offices across campus to coordinate event logistics, including catering, facilities, and space reservations.

o Responsible for event specific communications

o Set up and tear down day of event

o Direct admissions staff and student workers

o Lead in-person and virtual meetings with Admissions and Financial Aid staff to align schedules, agendas, and responsibilities for events.

o Write and edit materials for on campus events: promotional communications, name tags, biographies, schedules, staff assignments, signs, etc.

o Problem-solve efficiently and effectively as challenges arise to ensure seamless execution of programs.

+ Interview, hire, and train Residence Hall Ambassadors for spring yield season.

Non-Event Visits:

+ Execute programs for groups wanting to visit campus (prospective students and/or counselors)

o Determine if scheduling is viable.

o Greet group visitors on campus, create their schedules and show a strong commitment to customer service in the process.

+ Co-lead creation and execution of personalized prospective student visits. This includes organizing customized schedules and staffing visit needs.

+ Collaborate with coaches to ensure that their athletic clinics have tour guides readily available

Other:

• Assure the accurate recording and tracking of event data in CRM (Slate Technolutions).

• Analytical retrospective assessment of all on- and off-campus event data.

• Evaluate and assess Campus Event Survey feedback and make programmatic recommendations and improvements.

• Serve as first backup to Assistant Director for Visitor Relations; this includes welcoming daily guests to campus, coordinating daily campus visits, organizing and training student assistants, creating work-shift schedules, and directing the day-to-day management of all student workers.

• Occasionally secure travel and overnight accommodations for prospective students when necessary.

• Occasional front-facing admissions recruitment responsibilities: interview prospective students, mingle with families, oversee registration, etc.

• Demonstrate knowledge of the Colleges’ educational philosophy and mission.

• Demonstrate an awareness of, and sensitivity to, unique social, cultural, and economic circumstances.

• Performs other related duties as required.

This is a 12-month administrative salaried position. Annual salary is $63,425.

+ Bachelor's degree

+ College admission recruitment, customer service experience or event planning experience preferred.

+ The ideal candidate will be highly organized and able to work under a certain degree of pressure and time constraints.

+ Excellent written and oral communication skills as well as strong customer service orientation.

+ Proficient with spreadsheet and presentation software, preferable Microsoft Word, Excel, and PowerPoint.

+ Must be able to work with sensitive information and maintain confidentiality.

+ Ability and willingness to work flexible hours, including some weekends and evenings, as office needs dictate.

+ Strong communication skills and willing to take initiative.

+ Highly reliable, flexible, and adaptable.

+ Valid driver’s license and ability to lift 30 pounds.

+ The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

The Colleges are an equal employment opportunity employer and prohibit discrimination and harassment in their programs and activities against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, or related medical conditions), gender, gender identity or expression, age, sexual orientation, physical or mental disability, citizenship, genetic information or predisposing genetic characteristics, marital status, familial status, domestic violence victim status, caregiver status, military status, including past, current, or prospective service in the uniformed services, social class, or any other category or characteristic protected by applicable law.