Admissions Event and Campus Visit Coordinator

Category:: Administrative/Staff
Subscribe::
Department:: Admissions
Locations:: Springfield, MA
Posted:: May 8, 2024
Closes:: Open Until Filled
Type:: Full-time
Position ID:: 175555

About American International College:

American International College is a private, coeducational institution of higher education located on a 88+ acre campus in Springfield, Massachusetts. The campus has 42 buildings on two sites approximately 1/2 mile apart. Included in the inventory of buildings are student residences for a resident population of 900 students. Founded in 1885, the College has approximately 2200 graduate and undergraduate students. AIC offers a variety of undergraduate and graduate programs through the Schools of Business, Arts and Sciences; Health Sciences; and Education. The mission of the College is to transform student lives through career focused learning, with a strong foundation in the liberal arts, a commitment to serving the community, and a high level of involvement in the global economy.

AIC strives to create a diverse and inclusive campus community that is representative, at all job levels, of the students we serve. We are an EEO employer and we welcome applications from individuals for positions where they are underrepresented.

Job Description:

This position serves both the undergraduate and graduate applicant pools and is a joint report to the Senior Associate Director of Undergraduate Recruitment and Outreach and the Director of Graduate Admissions.

• Designs and coordinates all aspects of event planning for the Office of Admissions, including development of annual calendar, management of logistics, and staffing.
• Oversees all Campus Visits, both individual and group visits. Coordinates with the supervisor of student ambassadors to perfect and execute Campus Visits and coordinates with any admission staff member to execute group visits. Develops and manages regular and ad hoc Campus Visits for prospective students and community partners, including scheduling and staffing.
• Serves as an overall project manager that oversees all logistics for events to include developing and implementing communication plans; maintaining inventory of appropriate giveaway items; coordinating with campus partners to ensure appropriate event set up and catering; day-of event coordination for major events; maintaining and adhering to all budgetary requirements; and other tasks as appropriate.
• Designs, conducts, and analyzes survey data measuring the effectiveness of Campus Visits and events. Regularly makes recommendations as to how to enhance and improve visits and events to drive both increased applications and yield.
• Nurtures relationships with on- and off-campus partners as needed to facilitate recruitment and Admissions Events.
• Maintains organized task list and accompanying training materials to ensure all elements of event planning are addressed in a timely manner; communicates deadlines and task updates with department leadership, event committee members, and other key partners.
• Remains informed of trends and customer expectations related to event experiences, to help enhance recruitment and admission events.
• In coordination with the supervisor of Student Ambassadors, conducts tour training for student workers and professional staff.
• Assists senior leadership in training professional staff to give presentations and on event management.
• When appropriate, maintains a small recruitment population.
• Other duties as assigned.

Requirements:

Required Education

• Required Degree: Bachelor's degree from an accredited college or university.
• Required Licensure: Valid, insurable driver's license.

Preferred level/type of experience

• Preferred experience in event planning for both small groups and large events, working with outside venues and vendors; preferably within a higher education or non-profit setting.

Knowledge/Skills/Abilities

• Excellent organizational, interpersonal, written, and oral communication, and technical skills.
• Professional and diplomatic demeanor, and the ability to work well independently as a member of a group or committee.
• Highly motivated with a positive attitude, strong commitment to customer service.
• Ability to adapt and problem-solve as needed, especially under pressure.
• Ability to quickly learn new database systems and expert proficiency in Microsoft Office suite, with an emphasis on Excel and PowerPoint.
• Must be available and willing to work a varied schedule, including evening/weekend work; some travel may be required.
• Ability to lift, load, and transport admissions and event materials, displays, and other equipment up to 35 pounds.
• Bilingual preferred, in both English and Spanish

Additional Information:

Work Schedule

The Admissions Event and Campus Visit Coordinator role is full time, twelve month, exempt position not limited to 35 hours per week. This is a benefit eligible position. Normal office hours are from 8:30 am to 4:30 pm, flexible to the needs of the department. Evening and weekend work is required; some event travel may be required.

AIC reserves the right to fill this position at a level above or below the level included in this posting.

AIC is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Instructions:

Qualified applicants should save and submit the following documents with the online application.

• Brief cover letter
• Current resume
• Contact information for three professional references (one of which must be a current or prior supervisor)

Review of applications will continue until the position has been filled.