Admissions Engagement Operations Coordinator

Position Category: Staff (Non-Exempt)
FLSA: Non-exempt
FTE: 1
Location: Thousand Oaks

University Background:
The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function:
Under the direction of the Director of Undergraduate Admission, and in collaboration with the Undergraduate and Graduate Admission Office teams, the Admission Operations and Visit Coordinator is responsible for planning, organizing, and implementing all aspects of the Campus Visit Program. This includes daily campus tours, group visits, and the operation of the welcome reception area.

The Coordinator supports the Undergraduate Admission Office by assisting with special projects, events, and assignments, and by helping to supervise student staff to ensure an exceptional visit experience for all guests. In addition, this position oversees the welcome area serving both Undergraduate and Graduate Admission Offices, managing appointments, meetings, and the day-to-day operations of this shared space. The Coordinator is also responsible for overseeing and managing bookings for the joint meeting area.

Representative Duties:
Serve as liaison between the administrator and university personnel, parents, students, educational institutions, vendors, and other constituencies; partner with departments throughout the college including academic divisions, athletics, dining services, facilities and maintenance, housing and residential life, and campus safety.
Oversee the welcome reception area, including greeting and checking in guests, answering the main office phone, and assisting with responses to the general admission and visit program email accounts.
Professionally and effectively communicates with various stakeholders, staff, and clients performing duties, such as: answers telephones; relays messages to appropriate personnel; screens and routes calls and walk-in visitors; and provides information to staff, prospective students and the public regarding programs and office functions.
Provides follow-up correspondences in the form of telephone calls, email, and mail to prospective students.
Performs accurate data entry of prospective student and applicant information into SLATE CRM system.
Coordinate the Daily Visit Program by establishing guidelines, policies, and procedures for daily tours, class visits, information sessions, and individual counselor meetings. Work with the Director of Undergraduate Admission, senior leadership, and the Enrollment Marketing team to set tour routes, scripts, and presentations to ensure consistency with university messaging and branding.
Manage special tour requests for groups visiting outside of standard daily tour offerings, including school and organization visits as well as university-arranged tours for special guests.
Schedule prospective student visits, including campus tours, admission information sessions, coach meetings, faculty meetings, classroom visits, and appointments with other campus departments.
Oversee the recruitment, hiring, training, and supervision of student workers.
Serve as part of the Events Team and provide support for on- and off-campus Admission events throughout the year.
Perform a variety of administrative and clerical support duties, including recordkeeping, answering phone calls, greeting visitors, word processing, and processing information related to assigned tasks.
Serve as the front-line receptionist for the building by maintaining and updating departmental calendars, monitoring multiple scheduling platforms, scheduling meetings for the counselor of the day, assisting prospective students with appointments, and managing office conference space with priority given to visitor presentations.
Organize and maintain documentation for internal and external departmental meetings.
Proofread, verify, and review materials and reports for accuracy, completeness, and compliance with standards, policies, and procedures; ensure timely completion.
Respond to complaints, concerns, and requests for information from students, parents, staff, and the public; resolve issues with confidentiality, tact, and sensitivity, and refer matters appropriately for resolution.
Maintain a variety of records, logs, and files; protect confidentiality of information; stay current on regulations and requirements applicable to the office; monitor services to ensure compliance.
Provide follow-up phone calls or emails to students, faculty, and staff as needed.
Monitor office supply inventory and order materials as necessary.
Perform other administrative duties as required to support the mission and functions of the department.

Knowledge Of:
Admission and financial aid policies, academic opportunities, and student services of the University
Interpersonal skills using tact, patience, and cultural sensitivity
Modern office practices, procedures, and equipment
Recordkeeping, filing, and organizational techniques
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant applications
Public relations and customer service methods
Basic event planning principles

Ability To:
Provide accurate information regarding the University to prospective students and visitors in a friendly, approachable, and professional manner.
Collaborate with other university departments effectively, demonstrating teamwork, cultural sensitivity, and strong interpersonal skills.
Organize and manage multiple tasks simultaneously while remaining calm under pressure, highly reliable, and detail-oriented.
Operate a computer and other office equipment efficiently and accurately, demonstrating technical proficiency and attention to detail.
Perform data entry quickly and accurately, showing precision and conscientiousness.
Handle sensitive information with discretion and sound judgment, maintaining confidentiality and professionalism.
Deliver administrative and clerical support in a timely, organized, and dependable manner.
Provide high-level customer service to diverse constituencies with a friendly, approachable, and helpful attitude.
Coordinate, organize, and oversee office activities while remaining flexible, proactive, and able to work independently or as part of a team.
Maintain spreadsheets and files with minimal errors, demonstrating meticulous attention to detail and consistency.
Prepare reports by gathering and organizing data from multiple sources with accuracy, thoroughness, and timeliness.
Meet deadlines by prioritizing tasks effectively, showing steadiness, reliability, and excellent organizational skills.
Learn and apply policies, procedures, and regulations to specific situations with earnestness, adaptability, and sound judgment.
Answer telephones and greet visitors courteously, presenting a friendly and professional demeanor.
Determine appropriate actions within established guidelines with calm, thoughtful decision-making.
Schedule and coordinate meetings, conferences, and appointments in an organized, reliable, and timely manner.
Relay messages and screen/reroute calls and visitors as needed while maintaining accuracy, discretion, and professionalism.
Build and maintain cooperative and effective working relationships with colleagues, students, and visitors, demonstrating teamwork and a collaborative attitude.
Identify ineffective policies or procedures and recommend improvements with a proactive and solution-oriented approach.
Work effectively in environments with frequent interruptions, remaining steady, calm, and adaptable.

Minimum Qualifications:
Any combination equivalent to: Bachelor's Degree in a related field and 2 years of administrative office experience

Preferred Qualifications:
3-4 years prior experience as an administrative assistant in a non-profit, corporate, or higher education environment
Prior experience in higher education including student services and/or admission office
Prior experience working in a customer service related field or industry
Experience working with a database system, Slate CRM and Colleague
Fluency in Spanish

Licenses and Other Requirements:
None

Physical Abilities:
Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Working Environment:
Busy office environment; subject to frequent interruptions. Some weekends will be required

Hiring Range $25-$28
Posting Number: Staff004602022
Open Date: 11/25/2025
Close Date: 12/9/2025

Application Procedure/Special Instructions

To apply, visit https://careers.callutheran.edu/postings/12875

California Lutheran University is committed to providing equal opportunity in employment for all persons, regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, genetic information, gender, gender identity or expression, or any other basis protected by applicable law. No person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any program, activity or facility of the University on the basis of these factors in a manner consistent with applicable federal and state laws, regulations, ordinances, orders and rules, and University's policies, procedures, and processes.

Upon request, reasonable accommodations in the application process can be provided to individuals with qualifying disabilities. Please contact the Human Resources Department for further information or to request an accommodation.

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