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Campus Visit Coordinator
Be part of the team that opens the door to MSU for future students!
The Campus Visit Coordinators play a vital role in the Office of Admissions, creating the moments that turn curious prospective students into future Bobcats. As an orchestrator of MSU’s campus visit experience, you’ll plan and deliver welcoming, memorable visits that help students and families picture themselves at Montana State and feel confident in taking that next step. This role blends planning and logistics with genuine student connection, coordinating everything behind the scenes so that every visit feels seamless, personal, and inspiring. If you’re passionate about higher education and love creating experiences that matter, MSU’s Admissions team wants to hear from you.
Duties and Responsibilities
Under the supervision of the Associate Director of Operations, the person in this position will:
- Coordinate and manage the campus visit program (individual and group visits), including all aspects of the registration, tour planning, department meetings, and communication with families, student ambassadors, Admissions team members, and campus departments.
- Serve as the first point of contact for prospective students and their families by phone, email, and walk-in visit.
- Develop and maintain positive relationships and collaboration with a wide variety of campus offices and departments.
- Collaborate with coworkers to coordinate, train, motivate and lead a team of 60-75 student ambassadors and AdvoCat tour guides including teaching a weekly, one-credit training course.
- Provide excellent external and internal customer service in all situations and address challenging interactions with patience, tact, and professionalism.
- Disseminate vital information accurately and efficiently over the phone, by email, and in person.
- Lead visit tours and presentations and maintain the quality control of student-led visit programs.
- Collect, enter, and maintain prospective student information in the MSU database (Banner), Visit System, and Customer Relationship Management system (CRM).
- Create multi-email correspondence to run quarterly using the CRM to recruit prospective students to visit MSU
- Manage all aspects of the post-campus visit survey program.
- Hire, train, and supervise student Campus Visit Coordinator assistants.
- Perform back-up Admissions Specialist duties as necessary.
- Assist the Director of Admissions with special projects, as needed.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s degree in related field, or post-secondary education plus applicable experience working with students and programs or activities, or an equivalent combination of education and/or experience.
- Demonstrated experience designing, formatting, and proofing business correspondence and electronic media, as well as developing and maintaining detailed, accurate record keeping systems.
- Demonstrated competence using database, word processing, e-mail and internet software and the ability to accurately perform data entry in a variety of software programs.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- Experience with college/university student recruitment efforts.
- Demonstrated experience working with and leading students in an educational or program setting.
The Successful Candidate Will
- Demonstrate the ability to effectively coordinate/organize/prioritize detailed work and meeting deadlines under minimal supervision, while maintaining a positive, effective, and professional approach.
- Utilize excellent customer relations and communication skills working with students and families of many backgrounds through walk-in, phone, and email interactions.
- Develop knowledge of and demonstrate the ability to accurately follow administrative policies, requirements, and procedures.
- Consistently exercise initiative and good judgment.
- Effectively operate work-related equipment.
- Possess public speaking skills including presentations to small groups and ability to lead a class of 60+ student tour guides.
- Establish and maintain effective working relationships with co-workers and the public in a team-oriented environment.
- Represent the Office of Admissions and its programs to others in a professional and courteous manner.
- Ability to consistently and reliably work in-person (fulltime – 40 hours/week) in accordance with Office of Admissions business hours, Monday – Friday 8:00 am – 5:00 pm, with some limited overtime opportunity for events or class instruction.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on April 20th 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
Position is not eligible for new sponsorship.
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
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