(Hybrid) Visit Program Coordinator - Enrollment Management

The Student Experience Department in Enrollment Management is currently accepting applications for a Visit Program Coordinator.

About the Opportunity

This position covers the broad nature of the Visitors Center recruitment, outreach, and program management functions. The principal duties of the Visit Program Coordinator, housed within the Visitors Center will be to assist with daily operations of the Group Tour Program and daily visit functions within the unit. This person also contributes to recruitment strategies via customer service initiatives, admissions counseling, and daily campus tour planning. This position supervises one graduate assistant and serves as a secondary supervisor of all student workers.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Group Tour Program:

• Manage group visit program including school groups, guidance counselors, special interest groups, alums, community groups, and other constituents. Ensuring all group programs meet highest standard of quality in terms of customer service, University messaging, and visitor experience. Works with visit groups from the point of inquiry, registration, planning, execution, and follow-up.
• Provide monthly reporting to Assistant Director and Director to track impact of group tour experiences. Analyzes data to plan and implement strategic recruitment initiatives to increase enrollment via bringing targeted groups to campus. These groups could include in-state bus trips for prospective students, visits by school counselors, events planned by academic colleges, and events with Extension including 4H and FFA.
• Works with Marketing Strategist to integrate high-school visitors into the general prospective student communication plan.
• Regularly monitor qualitative feedback and surveys regarding group tour visit experience and make appropriate changes to tour experiences when necessary.
• Manage group tour website to ensure content is up to date and reflective of activity availability.
• Develop and update pre-, during-, and post-visit presentations and activities for elementary and middle school audiences to introduce higher education at an age-appropriate level. Coordinate with campus departments to develop additional engaging and educational activities for visiting groups to participate in.

Admissions Communication Center:

• Create reports utilizing Slate for communication flow to prospective and admitted students for Tele-counseling purposes.
• Ensures data accuracy through reporting and makes changes to student's files based upon correct information.
• Engage and identify alternate methods of communication beyond tele-counseling features.
• Prepare reports on call center performance, campaign outcomes, etc.
• Track and analyze call metrics (calls made, success rates, etc).
• Design and refine call scripts and messaging tailored to campaign goals

Staff Management/Development/Supervision:

• Supervise one graduate assistant. Assigns duties and responsibilities as well as monitors and evaluates work functions relations to the group tour program. This includes hiring, training, and evaluating graduate student work. Keeps Assistant Director informed of their activities.
• Supervise 10-15 student callers. Responsible for selecting, interviewing, and manages ongoing training for staff in Admissions Communication Center.
• Manage employee timecards and ensure accurate recordkeeping.
• Serve as secondary supervisor of all student tour leaders, graduate assistants, and other staff as assigned. Assists in interviewing/selecting tour leaders and helps manage the ongoing evaluation of staff to include tour shadowing and tour certification. Oversees tour guide training development for large group tours.

Recruitment and Outreach:

• Coordinate aspects of the campus visit experience to ensure that visitors leave WVU with a positive, comprehensive impression of the university's academic, social, and co-curricular offerings, prompting them to apply or commit to WVU.
• Responsible for delivering visit presentations and facilitating current student panels to prospective students and guests.
• Conduct one-on-one admissions meetings to counsel interested students and their families on academic programs, admissions requirements, housing, financial aid, and student life at WVU. This includes assisting prospective student visitors in completing an application, paying academic and housing deposits, completing a housing application, and registering for New Student Orientation.
• Serves as secondary manager of the department visit program on behalf of the Visitors Center. Meeting regularly with colleges and schools to ensure department visits are correctly built and leveraging timing to ensure maximum exposure to visitors.
• Staff the Visitors Center when needed, handling walk-in, check-in, and telephone inquiries providing excellent customer service.
• Is cross trained on components pertinent to student recruitment, including admissions, financial aid, orientation, academics, and student success resources.
• Serve on various University committees and meetings involved in planning and evaluating recruitment and enrollment processes.
• Assist with recruiting events including Discover WVU, Decide WVU, New Student Orientation, high ability events, and Junior Open House.
• Travel, when needed, to recruitment events and professional development conferences.
• Responsible for all supply ordering and inventory for Visitors Center and Admissions Outreach and Engagement.
  - Includes office supplies, hospitality, and recruitment materials for the entire unit.
• Assist with other projects and assignments at the request of the Assistant Director.

• Bachelor's degree in education, counseling, communications, hospitality, marketing, public relations or other related fields.
• One (1) year of professional experience in education, counseling, event planning, hospitality, sales, public relations, or related field required
• Any equivalent combination of related education and/or experience may be considered.
• All qualifications must be met by the time of employment.

Skills, Knowledge, and Abilities

• Demonstrated excellent and oral communication skills.
• Ability to rapidly learn WVU Admissions requirements, housing and financial aid requirements.
• Must be able to work in fast paced environment
• Knowledge of Microsoft suite products, Zoom, and CRM would be helpful.
• Time management, attention to detail and organizational skills,
• Ability to relate to diverse populations of prospective students and families and the ability to counsel them.

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West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.