Classification Title:

Campus Visitor Assistant

Division:

College of Arts & Sciences

Department:

Admission

FLSA Status:

Non-Exempt Hourly

Career/Pay Band:

NE8

Work Schedule:

Full Year

Full Time vs Part Time:

Full Time

Appointment:

Regular

Primary Function:

To support the Office of Admission in reaching its enrollment goals by providing an enjoyable and productive experience for all external and internal constituencies, including prospective visitors and their guests, current students, staff, faculty, University alumni, and members of the University’s Boards of Regents’ and Trustees. In conjunction with the Assistant Director of Admission for Campus Visits, provides confidential administrative support duties for the Dean of Admission and Financial Aid. Job duties are subject to state and federal regulations & review by outside auditing agencies, the State of Tennessee and the Federal Department of Education.

Typical Duties & Responsibilities:

Effectively communicate with prospective students and their families, as well as members of the University community via telephone, daily mailings, email correspondence, assisting campus visitors, etc.

Manage front-office hospitality and visitor experience with publications, supplies, coffee and snacks, meal passes, etc.

Facilitate a visitor’s timely connection to various scheduled venues: classes, multiple tours, meetings with faculty and coaches, and multiple facility tours.

Greet and guide non-scheduled visitors with information they require (such as maps, basic history of the school, directions to various offices on campus, information regarding hiking and recreation in the area) Knowledge of campus offices, staff and community are critical to this role.

Daily visual setups via Skykit electronic signage to announce individual visitors, post campus events, daily news feeds as well daily audio setup via Sonos.

Develop individual visit itineraries for each family visiting campus, to include tours, information sessions, class visits, and other special interest activities.

Manage the general admission office email account, respond or forward to the necessary staff members. Daily volume is estimated at 150.

Manage Admission calendar, which is utilized by the entire office to expedite communication regarding campus visitors, individual appointments, meetings, and daily staff assignments.

Provide support for the Admission Arcadian student volunteer program to include daily tours, custom conversations, and panels.

Support the Assistant Director of Admission for Campus Visits in the development of individual visit itineraries for each family visiting campus, including running follow up postcards and other duties.

Process 1/4 of the applicant pool with verification procedures to ensure data integrity. Verification includes transcript review and data checking. Volume in the range of 500 -700.

Provide additional support for the Operations staff as needed.

Judgment Required:

Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Budgetary Responsibility:

None

Machines & Equipment Used:

PC or Mac, Printer, Copier, Fax, Multi-line Telephone and Voice-Mail System

Education:

High school diploma or equivalent required. Associates or Bachelor’s degree preferred.

Experience:

Experience in customer service or client relations.

Job Related Skills:

• Excellent communication skills, oral and written; ability to relate well with people from varying backgrounds; attention to detail, ability to function at a high level in a fast paced environment.
• Must be extremely proficient the the Microsoft suite (Word, Exel, PowerPoint)
• Must be proficient with Microsoft Word mail merge procedures
• Proficiency with Google Drives, Google Docs, and Google Sheets required
• Prior experience with Slate, Banner, or another CRM preferred.

Student Contact:

This position will routinely interact with currently enrolled student volunteers and student workers (tour guides, interviewers).

Internal:

This position frequently interacts with faculty members, and will routinely interact with administrators and staff members in other departments.

External:

All visitors (primarily prospective applicants and families), as well as non-scheduled visitors requesting information and commercial delivery persons.

Supervision Received:

This position works with considerable independence and self-direction. Only general direction and scope of the work to be accomplished are discussed with supervisor.

Positions Indirectly Supervised:

Student volunteers

Confidential Information:

This position routinely handles confidential educational, health and financial information for prospective students.

Working Environment:

Normal office environment

Physical Requirements:

Must be able to stand for extended periods of time, Must be able to walk for extended periods of time, Must be able to use feet for repetitive tasks, Must be able to use hands for repetitive tasks, Must be able to lift up to 10 pounds (Sedentary work)

Any additional requirements specific to this position:

Must be able to wear an approved mask for prolonged periods while performing job duties and responsibilities

University Information:

The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology. The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community. Situated on 13,000 acres atop Tennessee’s Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville. The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish.

EEO Statement:

The University of the South is an equal opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.

Employment Prescreening:

Eligibility for employment is contingent upon successful prescreening

Non-Discrimination Statement:

The University of the South stands firmly for the principle that its employees, students, and participants of university-sponsored programs and activities have a right to be free from discrimination based on race, color, sex, religion, national origin, age, disability, sexual orientation, gender identity, veteran status, pregnancy and childbirth, and genetic information. As required by Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990 and the ADA Amendments Act of 2008, Title VII of the Civil Rights Act of 1964 and Title IX of the Education Amendments of 1972, the University does not discriminate on the basis of sex or other protected categories in the educational programs or activities which it operates. This requirement of non-discrimination extends to admission to and employment in those programs or activities. The University is committed to sustaining a community in which the dignity of every individual is respected. Key to this value are efforts to nurture an environment of civility and mutual respect and to foster a culture of reporting concerns so that the University can respond promptly and equitably whenever an incident occurs. All employees, students, and participants of university-sponsored programs and activities have the right to be free from harassment and retaliation.

Inquiries regarding the application of Title IX may be addressed to:

The University’s Title IX Coordinator, Dr. Sylvia Gray, at:

Woods Lab, 138

(931) 598-1420

Email: smgray@sewanee.edu or titleix@sewanee.edu