Admissions Visit Coordinator / Operations Assistant

Position Title: Admissions Visit Coordinator / Operations Assistant
Department: Admissions
Status: Full-Time
Reports To: Assistant Vice President for Admissions

Position Summary

The Admissions Visit Coordinator/Operations Assistant serves as a primary point of contact for prospective students, families, and visitors to the Office of Admissions and plays an important role in creating a welcoming, professional, and engaging introduction to Wagner College.

This position coordinates the day-to-day campus visit experience and supports front-office operations while providing administrative support to the Assistant Vice President for Admissions. The Coordinator also provides operational support to the Admissions team, including CRM data management, application processing, decision correspondence, and other admissions-related functions. Through this combined role, the Coordinator helps ensure a high-quality visitor experience and efficient, responsive daily operations within the Office of Admissions.

Key Responsibilities

Campus Visits & Visitor Experience

• Serve as a welcoming first point of contact for prospective students, families, and visitors to the Office of Admissions.
• Coordinate and schedule campus tours, information sessions, counselor appointments, and other prospective student visit experiences.
• Manage visitor registration, check-in, and day-of visit logistics to ensure a seamless and positive experience.
• Respond to general questions regarding admissions requirements, deadlines, campus visits, and directions, referring more complex inquiries to the appropriate Admissions staff member.
• Answer, screen, and route incoming telephone calls, emails, shared inbox inquiries, and other communications.

Admissions Operations

• Accurately enter, update, and maintain prospective student and applicant information in the Admissions CRM and related systems.
• Serve as the primary backup to the Operations Coordinator, assisting with daily CRM functions, application processing, decision correspondence, and related admissions operations.
• Assist non-degree students with admissions and enrollment processes.
• Maintain accurate and confidential applicant and prospective student records.
• Support other admissions processing and operational functions during high-volume periods.

Administrative & Office Support

• Provide administrative and organizational support to the Assistant Vice President for Admissions.
• Maintain and coordinate the Admissions calendar, including visits, appointments, recruitment activities, and departmental events.
• Coordinate and track departmental payments, expenses, and related processes with appropriate College offices.
• Process incoming and outgoing mail and assist with the preparation and distribution of recruitment packets and materials.
• Monitor inventory and order office supplies, recruitment materials, and other departmental resources.
• Maintain organized physical and electronic filing systems.

Recruitment Events & Student Ambassador Support

• Support Open Houses, Accepted Student Days, information sessions, and other Admissions recruitment programs and events, including registration, setup, visitor flow, and on-site logistics.
• Assist with the training, scheduling, and day-to-day guidance of Admissions ambassadors and other student staff.
• Collaborate with Admissions counselors and other team members to ensure visitors and prospective students receive timely, consistent, and high-quality service.
• Provide additional support for Admissions recruitment activities and initiatives as needed.

Qualifications & Skills

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
Experience: Prior customer service, administrative, front-office, or student-facing experience required; experience in college admissions or higher education preferred.
Technical Skills: Proficiency in Microsoft Office Suite; experience with or ability to learn admissions CRM/database platforms and other enrollment technology.
Communication: Excellent verbal and written communication skills, including professional telephone and email etiquette.
Customer Service: Demonstrated ability to provide a welcoming, responsive, and inclusive experience to prospective students, families, visitors, and colleagues.
Organization:Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
Initiative: Ability to work independently, exercise sound judgment, anticipate needs, and collaborate effectively as part of the Admissions team.
Confidentiality: Ability to handle sensitive applicant and student information with discretion, professionalism, and integrity.
Flexibility: Ability to adjust priorities and provide support across Admissions functions during high-volume recruitment and application periods.
 

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