Admissions Office Coordinator bei Heidelberg University

Description

The Admissions Office Coordinator is responsible for the day-to-day administrative duties of the Admissions Office such as leading the student ambassador program, maintaining office communications, planning and executing campus visits and recruitment events that support enrollment goals for Heidelberg University.

Supervision Received: 

Reports to the Executive Director of Admissions and Enrollment 

Supervision Exercised: 

Provides direct supervision over student employees in the Student Ambassador program. 

Essential Duties and Responsibilities: 

Student Ambassador Program Management: 

• Recruits, hires, trains, and manages student ambassadors who serve as campus tour guides
• Develops comprehensive training programs for student ambassadors covering campus knowledge, tour techniques, and customer service excellence
• Conducts regular meetings and professional development sessions for ambassador team

Visit and Event Coordination: 

• Schedules all aspects of individual visits including admission meetings, faculty meetings, coach meetings, classroom visits, tours, and dining hall meals 
• Provides visit information to student visitors and staff through printed itineraries, informational reports, and Google calendar systems 
• Maintains visit scheduling forms through Slate (CRM) system 
• Serves as the primary contact point for coordinating annual events for student recruitment 
• Maintains post-event follow-up and impact of event to adjust and improve student satisfaction and yield outcomes 
• Coordinates with orientation planning committee to ensure seamless transition from yield events to enrollment 
• Collaborates with the Office of Student Accessibility to ensure events are accessible 

Reception and Campus Operations: 

• Greets visitors as they arrive and ensures their needs are met professionally 
• Manages admission lobby appearance and visitor experience including literature, visit folders, refreshments, seating, and digital displays
• Performs other duties as assigned in support of the Admissions Office mission and annual objectives 

Requirements

Core Values and Personal Attributes: 

• Core values - models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work. 
• Intellectual dynamism – demonstrates mental sharpness, capability and agility. 
• Self-knowledge – gains insight from successes and mistakes. 
• Personal learning – seeks feedback and counsel to improve managerial behavior. 
• Peer relationships – encourages collaboration and cooperation across the organization. 
• Teamwork – performs most effectively as a hard-working member of a team. 
• Constituency focus – completes work to meet constituencies’ expectations and requirements. 
• Community focus – brings a spirit of enthusiasm and energy to the campus and town. 

Desired Attributes and Qualifications: 

Education and Professional Experience: 

• Associates Degree in related field
• Experience in high school or higher education admissions recruitment or counseling, college student activities, marketing, sales, or event management. 
• Valid driver’s license and ability to establish and maintain driver eligibility 

Preferred Education and Experience: 

• Bachelor’s degree preferably in higher education administration, business, communications, or related field. 
• Experience using customer relations management software. 
• Experience working with diverse student populations, which may include low-income, first generation, geographic regions, ethnic groups, high school, and non-traditional students. 

Necessary Knowledge, Skills, and Abilities: 

• Demonstrated interpersonal, organization, and oral and written communication skills and the ability to multitask and manage competing priorities 
• Demonstrated ability in effective collaboration with college community – particularly faculty and employers 
• Experience in academic advising and career counseling with proven student success outcomes 
• Ability to evaluate student needs and design appropriate academic and career support solutions 
• Proficiency with various computer applications including word-processing, spreadsheets, presentation software and graphics 
• Ability to work both independently as well as cooperatively in a team setting 
• Exceptional self-motivation, integrity, and creativity 
• Ability to manage multiple tasks and adhere to strict deadlines 
• Ability to interact professionally, effectively, and in collaboration with faculty, staff, students, and alumni 

Tools and Equipment Used: Knowledge of operation and use of various office equipment including, but not limited to: personal computer, including spreadsheet and word processing software, integrated database software, copier, telephone, scanner, and printers. 

Physical Demands: While performing the duties of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to be mobile, communicate, and hear. The employee may occasionally be subject to a variety of outdoor environmental conditions including heat, cold, and precipitation. The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move more than fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include varied degrees of occasional stress while performing job duties. 

Work Environment: While performing the duties of this job, the employee frequently works in an office setting, and educational facilities including sports and entertainment venues, all of which may be indoor or outdoor. The noise level in the work environment will range from moderately quiet to occasionally loud. 

*Employees may be required to drive to events outside of Tiffin, Ohio via university, rental, or personal vehicle, as deemed appropriate by their supervisor. 

*This position typically works during normal business hours and may occassionally require evening and weekend hours.