Job Title: Campus Visitor Experience Coordinator
Department: Admissions
Reports To: Executive Director of Admissions
Job Type: This is a full time, exempt position.
The Campus Visitor & Experience Coordinator plays a vital role in shaping the first impressions of prospective students and their families by managing campus visits and coordinating key aspects of the prospective student experience. This role is responsible for daily visitor logistics, communication, event support, and administrative processes that support enrollment goals and enhance campus engagement. The position collaborates closely with admissions staff, university ambassadors, and departments across campus to ensure seamless and impactful visitor experiences.
This position also supports the operational effectiveness of the Admissions Office through daily, weekly, and monthly task execution in the areas of data management, CRM input, materials processing, inventory tracking, and report preparation.
- Schedule and coordinate group and individual campus visits, including tours, class/faculty meetings, and athletic appointments.
- Prepare and maintain visitor folders and branded materials.
- Update and manage the campus visitor welcome TV signage.
- Process deposits and create student IDs in Jenzabar.
- Handle Common App and external transcript processing.
- Upload transcripts into FileBound.
- Review and process athletic questionnaires and inquiry cards (with UA support as needed).
- Manage incoming phone calls and emails through the Admissions Office.
- Input visit details and interaction records into Salesforce CRM.
- Execute daily admissions operations tasks including managing incoming application data, supporting document workflows, and entering new student information into relevant platforms.
- Create, send, and track admission decision letters.
- Prepare and distribute award letters and financial package summaries.
- Process student withdrawals for admissions representatives.
- Input detailed scholarship breakdowns into Salesforce for deposited students.
- Coordinate weekly reports for operational performance metrics.
- Ensure timely processing of student records and status updates in Jenzabar and Salesforce.
- Monitor and reorder inventory of promotional materials and office supplies (e.g., pens, shirts, folders).
- Reconcile operations calendar to ensure compliance with recruitment and enrollment deadlines.
- Generate and submit monthly activity and conversion reports to the VP of Enrollment.
- Audit CRM entries and clean data as needed to ensure system accuracy.
- Event & Special Projects (As Needed)
- Generate purchase orders for admissions needs.
- Lead pre-planning for recruitment events: manage registration lists, create name tags, assemble materials/bags, and finalize schedules.
- Design visually engaging event schedules and printed materials.
- Oversee and train University Ambassadors; assign duties and track performance.
- Update campus visit slideshow content on TV monitors.
- Run reports and fulfill data/information requests from admissions, financial aid, or the VP of Enrollment.
- Perform other tasks as requested by Admissions or related departments.
- Bachelor’s degree preferred.
- Prior experience in customer service, event planning, or administrative roles is a plus.
- Strong communication and interpersonal skills.
- Technologically proficient with Microsoft Office Suite, Jenzabar, Salesforce, and FileBound (or willingness to learn).
- Organized and detail-oriented with the ability to manage multiple priorities.
- Team-oriented, self-motivated, and adaptable to change.
- Ability to work independently and proactively solve problems.
- Comfort working in data-heavy environments with attention to accuracy and process consistency.
- Ability to balance customer experience with back-end operational workflows.
- Ability to climb stairs and walk the campus frequently.
- May require lifting materials up to 20 pounds.
- Extended periods of sitting or standing.
- Clear vision, hearing, and fluent English required.
This is a full-time, non-exempt position requiring 40 hours per week. Occasional evening and weekend hours are required for campus events and special programs.
William Woods University is an independent institution chartered by the State of Missouri with main campus facilities in Fulton, MO. It has been operating continuously since 1870, taking its current form as a coeducational university with undergraduate and graduate programs in 1993. Today, William Woods draws approximately 2,000 undergraduate and graduate students from 35 states and approximately 11 foreign countries. William Woods has been ranked as a Top 100 Midwest University by U.S. News and World Report, and has been recognized for the quality and affordability of its online degree programs. With a full liberal arts curriculum, William Woods also offers a strong professional tradition, with nationally ranked programs in Equestrian Studies and American Sign Language. Its graduate education program figures strongly in the administration and leadership of Missouri's state school system. William Woods University is governed by a self-perpetuating board of trustees, and remains committed to serving the public good by helping students link intellectual development with the responsibilities of citizenship and professional life.
William Woods University is an Equal Opportunity Employer
