University of Charleston

Posted November 13, 2019

Admissions Hospitality/Visit Coordinator – Office of Admissions

Job Summary:

The Admissions Hospitality/Visit Coordinator is responsible for clerical work, appointments, events and communication involving the hospitality of visitors to campus. In cooperation with the Associate Director of Admissions, all coordinating campus visits for prospective students, families, and schools; managing the reception desk in the Admissions Office, data entry, and incoming mail are the main duties assigned to this position.  This position will also function as the athletic liaison and be responsible for coding athletes.


Duties and Responsibilities:

Visits –

  • Primary liaison to potential students (and families) and ensured a consistently positive customer experience.
  • Plan with various staff for exciting UC visits – both individual and group, day only or overnight experiences, classroom, social and academic
  • Receive and direct expected and unexpected campus visitors and clients
  • Help govern SAAs as they do tours
  • Maintain daily coding of participants in Recruit for all special days (Preview, Scholarship Days, SOAR, athletes)
  • Produce monthly data report of visits including rep, SAA, and faculty member
  • Create folders/packets and all clerical items needed at each event or individual visit
  • Co-organize recruitment activities and events with Associate Director of Admissions
  • Co-organize the travel calendar with the travel coordinator
  • Organizing point of origin sheets/cards for year-end analysis of travel ROI
  • Schedule and coordinate meetings for potential students with faculty, coaches, administrator – let them know if no show appointments
  • Order and manage all promotional materials including keeping check on inventory and communicating with the associate director on needs


Reception/Data/Clerical –

  • Coordinate with admissions leadership and recruiter operations & data management for operational support, activities of the office; serve as a liaison between departments and operating units in the resolution of day-to-day operational problems.
  • Manage Recruiter Event Planner Module
  • Assist EVP in the management of HR related materials and set up for student interviews
  • Prepare certificates for various scholarships
  • Work with food services to arrange for catering of events
  • Assess and maintain inventory
  • Data entry for imputing basic applicant information from email or phone calls.
  • General clerical duties including photocopying, fax and mailing
  • Handle requests for information and data
  • Resolve administrative problems of prospective students
  • Prepare written responses to routine inquiries
  • Prepare and modify department documents including correspondence, confirmations,  drafts, memos and emails
  • Maintain Admissions Office Calendar
  • Open, sort,  log and distribute incoming correspondence
  • Coordinate maintenance of office equipment
  • Provide information to callers
  • Ensures knowledge of staff movements in and out of organization
  • General administrative support
  • Maintain appointment diary either manually or electronically
  • Tidy and maintain the reception area and break room
  • Other duties as assigned=


Preferred Qualifications:

  • College Degree- Bachelor preferred with three or more years of office experience
  • Proficient in Microsoft Office (Word, Excel, Outlook, Access, PowerPoint)
  • Ability to move from one task to another with ease
  • Handle responsibility in professional and timely manner
  • Observe confidentiality at all times
  • Other duties assigned


The review of applications will begin immediately and will continue until the position is filled.

Interested applicants should submit cover letter, a current resume, and contact information for three professional references to:

University of Charleston
Janice Gwinn, Director of Human Resources
2300 MacCorkle Ave. S.E.
Charleston, WV 25304


The University of Charleston is an Equal Opportunity Employer