Position Introduction
Are you a friendly, organized, and detail-oriented professional with a passion for providing exceptional service? Saint Mary's College is seeking a dedicated Receptionist/Assistant Campus Visit Coordinator to join our Admissions team. Located in a vibrant community known for its academic excellence and commitment to fostering a welcoming environment, Saint Mary's College offers an exciting opportunity to contribute to the first impressions and experiences of prospective students and visitors.
As the Receptionist/Assistant Campus Visit Coordinator, you will have the opportunity to contribute to this mission by providing exceptional service and ensuring that every visitor's experience is positive and informative.
Job Description
The Receptionist/Assistant Campus Visit Coordinator will answer main admission phone lines, route callers to Office of Admission staff or other campus offices; take messages; route callers to voice mail inboxes. Distribute text and email messages to appropriate staff each day, and act as host/hostess to families who are visiting campus; intakes visit requests; assists the Assistant Director of Admission, Campus Events in securing and scheduling tour guides, hostesses, class visits and meetings with individual faculty/coaching staff; prepares and mails/emails visit confirmations; prepares packages for visiting families including keeping inventory; creates and mails after-interview letters from the counseling staff.
The Receptionist/Assistant Campus Visit Coordinator will maintain a comfortable environment in the main admission reception area; maintains the water cooler, snacks and coffee supplies, post names of visiting students and other on-campus event announcements daily and/or weekly using specialized software for the Office of Admission electronic displays, and tracks RSVPs for on-campus events and yield receptions; assists with extracting and creating registration lists and name tags for visiting students; sends email reminders to registered attendees and follows up with attendees after events when needed. Assembles a list of classes available for students to attend during Senior Preview Days; matches visiting students to individual classes and assigns hostesses to each student visitor. Assists with, maintains and updates an electronic schedule of appointments for the counseling staff.
The Receptionist/Assistant Campus Visit Coordinator will coordinate mailing of individual invitations for students to attend college fairs; prints address labels; coordinates creation of postcards and mails them in a timely manner, prepare and mail visit memos and posters to high schools the counselors will be visiting, and provide clerical support for the Assistant Director of Admission, Campus Events and special projects for the senior staff as needed. This position will serve as back up for check request submittals, invoice payments, travel per diem requests, expense reports for the Business Office and other processes for the Executive Assistant to the VP; serves as back up for several duties of the Student Credential Analyst position.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements .
Minimum Qualifications
- The ability to project a positive public image in person and over the phone.
- The ability to communicate effectively, in person, over the phone and in writing.
- The ability to proofread and edit. Excellent writing skills preferred.
- Demonstrates exceptional customer service skills.
- High school diploma.
- 2-3 years of customer service experience.
- 2-3 years of general clerical experience.
- Keyboarding at 50 w.p.m.
- Proven ability to utilize computer hardware and software including Microsoft Windows software such as Excel and Word, including advance merging and mailings from a spreadsheet, and be willing to learn how to work in the communication and visit system used by the Office of Admission.
- Proven organizational skills, the ability to multitask and attention to detail.
Schedule
40 Hours/ 12 Months/ Monday – Friday
EEO Statement
Saint Mary’s College is an Equal Opportunity Employer, in keeping with the College’s mission, Saint Mary’s is committed to increasing racial and ethnic diversity at all levels – students, faculty, and staff – and seeks applications from candidates who share this commitment.