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Assistant Director of Enrollment Events & Campus Visit Experiences

Carlow University is currently accepting applications for our Assistant Director of Enrollment Events & Campus Visit Experiences position.

The Assistant Director of Enrollment Events & Campus Visit Experiences provides leadership for the campus visits and events planned or supported by the Office of Admissions. This includes management of all logistical and programmatic aspects of on-campus enrollment events and new student orientations, coordination of all individual and group visits to campus, oversight of welcome center operations, and supervision of student staff. The incumbent is the primary representative from the Office of Admissions responsible for providing a hospitable environment and experience for prospective undergraduate and graduate students and their guests. They will collaborate within the admissions team and across the University to ensure the proper execution and success of these experiences.

This position is based on Carlow’s Oakland campus and requires some weekend and evening work.

Primary Responsibilities:

Individual and Group Visits

Coordinate individual visits to campus that are personalized to prospective students’ needs and interests. These visits may include tours, class observations, meals, and/or meetings with faculty, staff, coaches, current students, and enrollment representatives. This process includes visit request intake, follow-up conversations, appointment and room scheduling, and itinerary confirmation.
Utilize Technolutions Slate CRM to build and monitor visit registrations, ensuring that all data entry for campus visitors is completed in a timely fashion.
Perform appropriate and timely follow-up with visitors and monitor survey feedback on a regular basis to ensure visitor satisfaction.
Manage all aspects of visits for outside groups (schools, CBOs, etc.), including scheduling, planning, and follow-up.
Develop relationships with deans, faculty, staff, and others across campus to create more productive, efficient visit opportunities for prospective students and families, school counselors, and other visitors.

Student Leaders

Oversee the recruitment, selection, training, daily management, evaluation, and recognition of student ambassadors/tour guides and orientation leaders.
Supervise all student employees, including payroll, establishment of their work schedule, coordination of daily tasks or special projects, communication, performance reviews, and regular student staff meetings.
Continually seek ways to foster a positive team dynamic, instill a sense of responsibility and accountability, and enhance the student employee experience through intensive training, professional development, and/or other leadership opportunities.

Events

Establish an annual calendar of approximately 20 in-person enrollment events and orientation programs. Communicate dates with various campus constituents.
Plan the agenda and curricular/programmatic aspects of admissions-sponsored programs and events, including session and program development, speaker selection, staffing, budget management, and evaluation/assessment.
Coordinate event logistics, which may include, but are not limited to, space reservations and facilities requests, catering, IT needs, registration/nametags, signage, volunteers, etc.
Provide assistance, as appropriate, for School Counselor Visit Day, Welcome Weekend, Summer Workshops, off-campus recruitment events, and virtual events.

Operational and Administrative Support

Staff the reception desk and greet all visitors in conjunction with student employees.
Receive and route inbound telephone calls appropriately; retrieve and manage voicemails.
Oversee welcome center operations and coordinate daily visit logistics, including tour guide and staff assignments, refreshments, digital signage entry, escorts between appointments, visitation excuse forms, visit packet inventory/assembly, swag, requests for special accommodations, etc.
Serve as point person for campus tour requests and mascot appearances from others across the institution (e.g., prospective employees, special guests, alumni, etc.) and externally.
Mentor and train professional and student staff on the essentials of good customer service.
Meet individually with prospective students/families on campus and present to large and small groups, as needed.
Ensure content is relevant and accurate on Carlow’s online orientation, virtual tour, and interactive map platforms.
Serve as a liaison to nearby hotels and other applicable organizations promoting tourism and development for Oakland or Pittsburgh.

Other

Participate actively in profession-specific association conferences, webinars, listservs, and volunteer roles to represent Carlow, gain new ideas and insights, and develop professionally.
Serve on the First Year Experience (FYE) Committee and other university committees as appropriate.
When possible and appropriate, implement CAS Standards and Guidelines for collegiate information and visitor services as well as new student orientation programs.
Demonstrate and reflect an understanding of, and commitment to, the mission and core values of Carlow University and the Sisters of Mercy.
Exhibit professional behavior at all times as a representative of the institution.
Other duties as assigned.

Required Qualifications:

Bachelor’s degree is required
Must feel comfortable with all aspects of traditional customer service
Demonstrated knowledge, experience, and/or training in event planning
Ability to develop and maintain positive relationships with internal and external constituents
A high energy level, strong attention to detail, and outstanding project management skills
Must be able to solve problems, think, and make decisions quickly and independently in a fast-paced environment; Excellent oral and written communication skills
Strong interpersonal and customer service skills
Experience or ability to recruit, motivate, and supervise student staff
Ability to work within a team, multi‐task, take initiative, and function with minimal supervision
Intermediate knowledge of virtual event platforms, social media, and word processing, presentation, and spreadsheet applications
Possession of a valid U.S. driver’s license and smartphone.
Occasional lifting of 10-20 lbs. will be required; Will need to be able to stand for extended periods of time
Must be able to work some evenings and weekends. This position is not eligible for permanent remote status.

Preferred Qualifications:

Master’s degree is preferred
3-5 years of prior experience related to the duties specified
Formal or informal education in student affairs, higher education, communication, marketing, hospitality management, or other related field
Background in college admission, enrollment, student affairs, or school counseling
Experience with Technolutions Slate CRM
Understanding and practical application of student development theory
An understanding of and the ability to articulate the value of a Catholic liberal arts education
An enthusiasm for helping students and families navigate the college search process.

Carlow University is Devoted to....

A culture of integrity, dignity and respect for all
A strong commitment to social justice
Ethical forward-thinking leadership
Comprehensive medical, dental, vision, life & disability benefits package
Tuition benefits for undergraduate and graduate programs
Health Savings Account and Flexible Spending Account options
Wellness and Employee Assistance Program
Complimentary use of Carlow’s fitness center and amenities

Carlow University is a comprehensive Catholic University located in Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

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