Visit Experience Coordinator

Occupational Summary

The Visit Experience Coordinator supports the College's recruitment by planning, coordinating, and executing all aspects of the campus visit experience including managing individual and group visits, and visiting counselor events. The coordinator works collaboratively with Admissions and Enrollment leadership to support recruitment efforts by delivering high-quality visit experiences and exceptional customer service that foster meaningful engagement with prospective students and their families.

Characteristic Duties and Responsibilities

• Represent Beloit College professionally and positively in interactions with prospective students, families, high school counselors, college access organizations, alumni, and the broader community.
• Serve as the primary host and provide overview presentations daily, effectively communicating the Beloit experience.
• Coordinate visitor meetings with faculty, coaches, staff, and student ambassadors to ensure a seamless experience.
• Maintain the admissions visit and events calendar with accuracy and attention to detail.
• Manage visit scheduling, event setup, and communication workflows in Slate CRM and develop CRM competencies to support communications, scheduling and other related system support.
• Maintain accurate records of visit attendance and engagement.
• Track visit engagement and assist in evaluating visit effectiveness to improve conversion and yield.
• Regularly assess and refine visit programs using feedback and data to continually improve the quality and effectiveness of campus visits, contributing directly to the institution's goals around yield, and enrollment growth.
• Provide monthly and annual assessment of visit programs.

Supervise Student Ambassadors and the Student Ambassador Program

• Understand the student union collective bargaining agreement and monitor team performance based on established expectations and performance guidelines.
• Create and provide regular training for new and existing Ambassadors and hold regular meetings with the whole Ambassador team.
• Review and make annual updates to the Student Ambassador manual.
• Conduct performance evaluations of Student Ambassadors.

Support Events & Recruitment Engagement

• Assist the Assistant director of Admissions responsible for large events in identifying opportunities to improve visit flow, communication, and overall experience quality.
• Aid in planning and executing on-campus and off-campus recruitment events.
• Represent Beloit College at recruitment events, building relationships with prospective students and families.
• Support event setup, execution, and follow-up, ensuring high-quality experiences across all touchpoints.

Admissions Department Support

• Assist with the processing of application materials, admission decisions processing, financial aid offer processing, and other general admission department support.
• Perform administrative support tasks such as managing supply ordering for Visit Center, preparing visitor packets, assisting with data entry, etc.
• Assist staff during their peak seasons.
• Perform similarly related duties as assigned.

Credentials and Experience

• Associate's degree required; Bachelor's degree preferred.
• Experience in admissions, customer service, hospitality, or event coordination preferred.
• Strong verbal and written communication skills.
• Strong interpersonal skills and have the ability to engage effectively with prospective students, families, and campus stakeholders.
• Detail oriented with strong organizational and time management skills.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Proficiency in Microsoft Office and/or Google Suite (Word, Excel, Outlook); experience with CRM systems (e.g., Slate) preferred.
• This position requires flexibility, including evening and weekend work to support Saturday tours, special visit programs, and events.
• Valid driver's license and access to a vehicle.
• Must be able to push, pull, move, or lift 35 lbs.

Knowledge, Skills, and Abilities

• Professional and effective communication style appropriate for a student-facing environment.
• Strong interpersonal skills with the ability to connect effectively with prospective students, families, and campus stakeholders.
• Ability to meet and establish rapport quickly with a widely diverse population.
• Ability to work in a fast-paced environment and meet deadlines without supervision.
• Capacity to learn and effectively convey Beloit's curriculum and culture.
• Strong problem solving skills, with the ability to think critically, effectively prioritize, plan, and organize multiple tasks and projects and meet set deadlines without immediate and constant supervision.
• Ability to work effectively in a fast-paced environment with strong attention to detail.
• Flexibility and willingness to adapt to changing activities, expectations, and responsibilities.
• Willingness to identify opportunities for improvement and propose solutions that enhance office operations.