Associate Director of Admissions and Events Coordinator

Employer
Bay Path University
Location
Longmeadow, MA

View more

Administrative Jobs
Institutional & Business Affairs, Admissions & Enrollment
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Category:: Administrative / Staff
Department:: 01-52-5260-Trad Admissions
Locations:: Longmeadow, MA
Posted:: May 2, 2022
Closes:: Open Until Filled
Type:: Full-Time Salaried (Exempt)
Position ID:: 147059

About Bay Path University:


When Bay Path opened its doors to students in 1897, it had a very clear goal: to provide a practical, affordable, and career-oriented education to meet the needs of companies, organizations, and communities. From the beginning, Bay Path prided itself on being entrepreneurial, constantly pushing the boundaries of the academic experience to fit the student...to start them on the road of success. We still do.


Today, that spirit and philosophy is more important than ever in higher education. At Bay Path, it's not just the number and breadth of undergraduate and graduate programs that defines us-and we have many-but it is our ability to connect the classroom to learning to leadership to experience to career that is at the core of what we do best. We know the work that needs to be done.


Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and is a member of the Women's College Coalition. With a main campus in Longmeadow, MA and three satellite locations, (East Longmeadow, Sturbridge, Concord), Bay Path offers undergraduate, graduate (for women and men) degrees, and professional certificates.


We're committed to preparing our students to navigate a constantly changing world. Whether it is one of our innovative academic programs, groundbreaking online learning platform, or through our Women as Empowered Learners and Leaders initiative, we educate our students in ways that will help them to grow, learn to adapt, and always to flourish. Be part of the change.


We invite you to visit our website at www.baypath.edu where you can learn more about Bay Path University.



Job Description:


  • Supervisor: Director of Traditional Admissions
  • Position Code: ADAECT
  • Status: Full-time
  • Standard Hours: M-F 8:30-5:00 pm with evenings, weekends, and some holidays required
  • Job Location: Longmeadow, MA
  • Exempt (Yes/No): Yes

The Associate Director of Admissions and Events Coordinator is integral to the recruitment and yield of traditional first year and transfer undergraduate students to Bay Path University. They creatively, collaboratively, and energetically manage various important areas of responsibility including: the planning and execution of twenty plus admission's events annually, oversight of group visits, the coordination of personal campus visits, and the implementation of on campus, off campus, and virtual events and visits. They are responsible for thoughtfully and successfully collaborating with various academic and student support services including, but not limited to, the Office Multicultural Affairs, Student Life, Student Financial Services, and more.


The Associate Director of Admissions and Events Coordinator supports all broad-based enrollment initiatives. This can include travel in support of enrollment initiatives to represent BPU at community events, college fairs, conferences, competitions, and at educational institutions. Travel is most likely during the months of September-November and February-April, but does occur throughout the year.


The Associate Director of Admissions and Events Coordinator supervises the Student Ambassadors program; a team of traditional undergraduate college student workers who provide support at admissions events, lead campus tours to prospective students and community members, and support general office operations and projects. This supervision includes all appropriate hiring, training, and review of the Student Ambassador program.


This position works closely and collaboratively within the department of Enrollment Management and will report to the Director of Traditional Admissions. This position will be required to work some evenings, weekends, and holidays.


ESSENTIAL JOB FUNCTIONS:


Event Execution and Campus Visits


  • Conceptualize, plan and execute a yearly admissions event calendar including budget management across undergraduate admissions. This plan includes communications, important dates and deadlines, attendance goals and results of prior years to be edited after each event.
  • In collaboration with marketing, assist in the creation and evaluation of print, email, SMS, and social media communication plans to prospective students
  • Build relationships and work with external partners (high schools/school counselors, community colleges and other community organizations) to bring prospective student groups to campus.
  • Collaborate with internal constituents to ensure a quality experiences and programming (Financial Aid, Athletics, Multicultural Affairs, Student Affairs, Academic Affairs, Alumni Affairs, President's office and any other cross-departmental team).
  • Reserve event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate decor (florals, linens, color schemes, etc.) are in place to meet the quality expectations of the University. Define and gather event performance metrics in regard to event registrations, attendees, and satisfaction surveys from participants.
  • Serve as liaison with vendors on event-related matter. Manage the event set up, process, staff supervision, and cleanup for events as necessary.
  • Schedule and manage events and personal visit programs and their appropriate communications in Salesforce.
  • Contribute to the creation of social media and content strategy to increase engagement with prospective students, their influencers, and the university.
  • Manage the updates to the "Plan a Visit" and other enrollment related sections on the website with assistance of the marketing department.
  • Keep track of event finances including purchase orders, invoicing, and reporting.
  • Prepare annual report of accomplishments, project summaries and goals and objectives achieved.

Supervision and Management


  • Recruit, hire, train, and supervise Student Ambassadors who are event ambassadors, college work study students, and tour guides.
  • Manage student ambassador budget, electronic timecards and schedules to ensure appropriate levels of visit and event coverage and other duties as assigned.
  • Continually evaluate and implement changes to improve the program and the experience of current students, with a constant goal of providing advanced leadership and professional development opportunities.

Other Related Duties


  • Comply with all necessary systems and data entry requirements as needed to effectively maintain student records and to account for outreach efforts
  • Work within the customer relationship management system and any other software required
  • Attend trainings and maintain up to date knowledge of Bay Path's features and benefits.
  • Assist admissions team with territory management, outreach to prospective students and parents, application review, and conduct prospective student meetings, when needed.
  • Lead campus tours when needed.
  • May be asked to assist with other Admissions recruitment projects and may be asked to travel to represent the University at college fairs and high school visits.
  • Perform any other duties or tasks as assigned by the University

SUPERVISORY RESPONSIBILITIES:


  • Student Ambassadors
  • Others as assigned

OTHER RESPONSIBILITIES:


  • If you operate a University owned, leased or personal vehicle at any time while performing your duties you must follow all policies and procedures outlined in the Operations Manual. You must have a valid driver's license and must successfully pass the online safe Driving Course and driving record check at time of hire and annually thereafter. Additionally, you must report any driving offense, on or off company time, which causes a loss, suspension, or any other change in your license status. You must report this change within one business day of the offense. You can report this change to the Human Resource Department or your direct supervisor. Failure to do so can lead to disciplinary action, up to and including terminations.

This list of essential job functions and other responsibilities is representative of those duties and responsibilities that are required of this position. However, the list is not to be considered as all-inclusive. A supervisor or director may assign other duties and/or other duties at alternate locations to meet mission requirements of the University and cooperation of all personnel is expected to carry out the mission.



Requirements:


REQUIRED SKILLS:


  • Superior communication skills (spoken, written, group, individual)
  • Fluency in the Spanish language preferred
  • Advanced computer skills with working experience in Google, Microsoft, spreadsheets, database usage, email, etc.
  • Knowledge of Salesforce preferred
  • Ability to relate well to working professionals
  • Ability to work independently, especially in the area of arranging and conducting onsite information meetings and influencer visits
  • Excellent organizational ability
  • Superior interpersonal skills
  • Ability to travel and possession of a valid US Driver's License

QUALIFICATIONS:


  • Bachelor's degree required; Master's degree preferred
  • 3-5 year of experience in higher education event planning and campus visiting programming
  • Previous supervisory experience preferred
  • Ability to plan, organize, and execute complex and dynamic events from inception to production
  • Excellent communication skills, including writing, proofreading skills, and speaking.
  • Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Ability to accomplish projects and meet required deadlines with little supervision.
  • Exceptional customer service ethic and high expectations for quality.
  • Conscious awareness and mindfulness for others.
  • Working knowledge of Google, Microsoft Word, Excel, PowerPoint, and customer relationship management software.
  • Ability and willingness to travel, primarily by automobile, to various locations and events independently.
  • Valid U.S. driver's license.
  • Must successfully pass the online safe Driving Course (within 15 days of hire) and driving record check at time of hire and annually thereafter.
  • Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
  • Ability to adhere to University policies and procedures.
  • Ability to represent the admissions profession positively through a strong, student-centered ethic.
  • Willingness and ability to work flexible and extended schedule, including weekends, evenings and overnights for peak Fall and Spring recruitment seasons (8-12 weeks in the Fall, 3-4 weeks in the Spring).
  • Should be committed to a culture of diversity, equity, respect and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from ones' own.
  • General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.
  • Must adhere to University COVID-19 testing, symptom tracking and all other COVID protocols established by the University.


Additional Information:


Commitment to Diversity, Equity, and Inclusion


Bay Path University is a diverse community devoted to proactively nurturing a campus-wide culture that promotes and ensures equity, respect, inclusion and safety for all members regardless of race, color, national origin, age, gender, religion, sexual orientation and gender identity, socio-economic background, or physical ability. We are one University that opens our hearts and minds to conversations, to learning and to creating a community that is welcoming of all. Regardless of position, it is expected that each employee will embrace this commitment and demonstrate an attitude of respect toward and acceptance of all members of our community.



Application Instructions:


Applicants for this position should attach a cover letter, resume / curriculum vitae, the contact information for three (3) professional, work related references and any other relevant information pertaining to this position and your candidacy. Please apply online. Faxes and emails will not be accepted.


Bay Path University is dedicated to building a culturally diverse and pluralistic faculty committed to teaching and learning in a multicultural environment and strongly encourages applications from minorities, women and all underrepresented backgrounds. An Equal Opportunity Employer, Bay Path University is committed to fostering diversity in its student body, faculty, and staff.


Bay Path University is a smoke and tobacco-free community.


All offers of employment are contingent on satisfactory background checking.


In compliance with the Americans with Disabilities Act (ADA), if you have a disability and require a reasonable accommodation to apply for a position please email us at [email protected] or call 413-565-1168.


Organization

Working At Bay Path University

Bay Path University, an independent and not-for-profit institution, was named Among Fastest Growing Baccalaureate Colleges by the Chronicle of Higher Education Almanac, and a member of the Women’s College Coalition. With a main campus and four satellite locations, Bay Path offers undergraduate, graduate, (for women and men) degrees, and professional certificates.

Mission Statement:

A Bay Path University education empowers undergraduate women and graduate women and men to become leaders in their careers and communities with an innovative approach to learning that prepares students to flourish in a constantly changing world.

The Bay Path experience is nothing less than transformational. Our women-only undergraduate programs and our coeducational graduate programs are offered both on campus and online, providing a flexible, 21st-century education for learners at all stages of life and career. Bay Path students find a supportive and diverse community, close mentoring, and rigorous preparation for success in a complex and globally interdependent society. Students graduate with the applied knowledge, portable skillset, and confidence to thrive in their professions, identify and realize their dreams, and make a lasting difference in the world. 

Established: 1897

Enrollment: Over 3,300 students

Alumni: Approximately 15,000 alumni around the world.

Athletics: Eight teams compete at the NCAA Division III level, in the New England Collegiate Conference.

University Motto: Carpe Diem, Latin for "Seize the Day"

Locations: 

  • Longmeadow, MA - Home to our Residential College, for high school, transfer and International young women; One Day A Week College, for adult women with classes on Saturday; and Graduate College for men and women. 
  • Concord, MA - Our Concord location is home to our graduate programs in Education and Psychology for men and women.
  • Sturbridge, MA - Our Sturbridge teaching site opened in 2003 and offers our One Day A Week College, for adult women with classes on Saturday and select graduate programs for men and women. This teaching location provides students with all of the support services of our main campus including access to library services, administrative and academic deans, student financial services, and the Registrar’s Office. 
  • East Longmeadow, MA - The Philip H. Ryan Health Science Center is located on our East Longmeadow site. This state-of-the-art facility houses our Master of Occupational Therapy, Master of Science in Physician Assistant Studies and our Master of Occupational Therapy Bridge programs.  

Residential College

Offers classes on-ground Monday through Friday.

At Bay Path University, we welcome students (commuters and residents), just like you, from across the country and around the world who are smart, capable young women who want to make a difference and be successful.

Here, you join a small, highly personal community that empowers you to take ownership of your life through:

  • Highly relevant majors and minors that give you practical knowledge, a global viewpoint, and the unique perspectives that make connections between subject areas and current topics.
  • Leadership opportunities that focus on your strengths, encouraging you to find your voice and act on your convictions.
  • Real-world experience balanced with career counseling that gives you a distinct advantage for graduate school or that rewarding first job.
  • More important, our admission counselors are here to help you and your family, guiding you through the admissions and financial aid process by taking your questions and connecting you with the right resources.

Why it pays to be a Bay Path woman:

  • Significant Financial Support. All of our full-time students receive a merit scholarship from Bay Path University, and more than 96% of our students receive additional financial aid that included grants, scholarships and loans. 
  • Close Attention from Faculty. With a 12:1 student-to-faculty ratio, you'll form close relationships with your professors that will lead to research, internship and networking opportunities. 
  • Thoughtful and Intentional Career Planning for Life. Our Sullivan Career and Life Planning Center (SCLP) is one of the best of its kind. As a Bay Path student, you will have lifetime access to the SCLP and the services it provides, including one-on-one career coaching and mentoring.

Undergraduate Study

A Place Where Knowledge Is Gained and Shared

If you ask a Bay Path woman graduate to define her academic experience, it would be one word: transformational. There is no other way to describe it.


Yes, we have majors in neurobiology, cybersecurity, and business analytics, as well as minors and concentrations that deepen your knowledge in a specific area. But we also educate the whole person, giving you the courage and confidence to be your best self, to help you get where you have to go, and to take on more in your life. It’s why women’s education still matters. 

American Women’s College

Are you one of the 76 million American women who has accomplished many things in her life yet still lacks a bachelor's degree? You are not alone. At The American Women's College, we understand the reasons that women pause their education early in life: 

  • Maybe going to college wasn’t right for you at the time
  • Maybe you started college and decided it wasn't a good fit
  • And then there other competing factors like family, work, and day-to-day pressures

Looking back, do you still wish you had earned a college degree?  Now you can—with The American Women’s College Online. We offer:

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