Location: San Antonio, TX
Category: Staff Full Time
Job Type: Exempt
Posted On: Wed Jul 15 2026
Job Description:
As Assistant Director of Campus Visit and Student Experience, you'll owe the moment a prospective student first sets foot on OLLU's campus. You'll lead our student ambassador and tour guide program, direct our on-campus visit and event experience - from daily tours to Open House, Discover Day, and Scholarship Day - and oversee our summer pre-college and K-12 programming, making sure every family who visits feels welcomed, informed, and genuinely cared for. This role combines event leadership, team management, and direct student and family engagement - ideal for someone who thrives on precision under pressure and takes real pride in creating a great first impression.
Performance Metrics:
Visit Experience: Track monthly visit volume and post-visit satisfaction feedback; report results to Enrollment leadership each month.
Event Execution: Successfully plan and execute all major on-campus events (Open House, Discover Day, Scholarship Day, LDO) and summer pre-college/K-12 programming, in collaboration with student ambassadors and admissions/ops staff; evaluate performance through post-event surveys.
Tour Guide Program: Maintain a fully trained, fully staffed ambassador and tour guide team with strong performance, retention, and professionalism standards; ensure compliance with student employment policies.
Yield Impact: Contribute measurably to OLLU's enrollment goals through strong visit and event experiences.
Budget Management: Manage the visit and events budget within allocated amounts, with accurate monthly tracking and reconciliation.
Job Requirements:
Essential Functions:
Campus Visit Program
- Manage all aspects of daily campus visits: scheduling, confirmation, logistics, and post-visit follow-up.
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Serve as primary point of contact for visit inquiries via email and scheduling platforms.
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Maintain and continuously improve the tour itinerary and virtual tour experience.
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Coordinate visit-based scholarship opportunities in partnership with Financial Aid.
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Track visit volume and satisfaction feedback; report monthly to Enrollment leadership.
Student Ambassador & Tour Guide Program
- Recruit, hire, train, schedule, and supervise all student tour guides and ambassadors.
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Develop and maintain a comprehensive tour guide training manual and standardized script.
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Manage student payroll, timesheets, and work-study allocations in coordination with HR and Student Employment.
On-Campus Events & Programming
- Plan and execute all major on-campus events, including Open House, Discover Day, Scholarship Day, and group visits, with support from student ambassadors and in collaboration with admissions and ops staff.
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Own planning and execution of summer pre-college and K-12 programming, with support from student ambassadors and in collaboration with admissions and ops staff.
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Manage all event logistics: venue, catering, A/V, parking, registration, speaker coordination, and day-of execution.
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Build and manage event registration workflows in Slate CRM, including confirmations and reminders.
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Coordinate with Academic Affairs, Athletics, Student Services, Dining, and Facilities to ensure strong programmatic representation at each event.
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Evaluate each event through post-event surveys; share findings with Enrollment leadership.
Enrollment Support & Administration
- Answer prospective student and family inquiries during visits, events, and by phone and email.
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Maintain accurate visit and event records in Slate CRM.
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Manage the visit and events budget; track expenditures and reconcile against monthly allocations.
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Maintain the Enrollment Management master events calendar for all internal and external stakeholders.
Additional Responsibilities:
- Performs all other duties as assigned.
Knowledge, Skills, and Abilities:
- Demonstrated experience planning and executing events with multiple concurrent logistics.
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Experience supervising student employees, volunteers, or part-time staff.
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Excellent verbal and written communication skills; ability to engage warmly with diverse prospective students and family audiences.
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Strong organizational skills; ability to manage multiple projects and competing deadlines simultaneously.
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Proficiency in Microsoft Office Suite; experience with Slate or similar CRM.
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A natural host ? someone who makes people feel welcome and represents OLLU well in every interaction.
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This role requires a flexible schedule, including evenings and weekends, and a valid driver's license.
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Bilingual English/Spanish preferred; experience with virtual tour platforms a plus.
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Background in social media content creation for enrollment or student recruitment purposes a plus.
Education and Experience:
- Bachelor's degree in Communications, Marketing, Education, Business, Hospitality, or related field (required).
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Two (2)+ years of experience in higher education, event planning, hospitality, or a related field (required).
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Master's degree in Higher Education Administration, Student Affairs, or related field (preferred).
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Experience at a mission-driven or diverse-serving higher education institution a plus.
Additional Information:
Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation.
OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE
Our Lady of the Lake University uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.
