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Campus Visit Assistant

Employer
Sewanee: The University of the South
Location
Sewanee, TN

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Position Overview

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. Provides confidential administrative support duties for the Dean of Admission and Financial Aid. Job duties are subject to state and federal regulations & reviewed by outside auditing agencies, the State of Tennessee, and the Federal Department of Education.


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

Career Band: NE8

Position Description

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. Explain the itinerary to each family in detail. Give directions to coffee, and restrooms, and have them seated in the parlor. Telephone/voicemails need to be returned within 24 hours except on weekends. 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.Accurately, and with details, give prospective families directors on how to find buildings across campus.Greet and guide non-scheduled visitors with the information they require (such as maps, basic history of the school, directions to various offices on campus, and information regarding hiking and recreation in the area). Knowledge of campus offices, staff, and community is 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.Skykit material needs to be without grammatical errors.Develop individual visit itineraries for each family visiting campus, to include tours, information sessions, class visits, and other special interest activities. Each itinerary should have accurate times, locations, and correct spelling of the student's name. Manage the general admission office email account, and respond to or forward to the necessary staff members. The daily volume is estimated at 150. Email correspondence needs to happen within 24 hours of email receipt except on weekends. These emails need to be without grammatical errors. Manage the 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.Attend Arcadian/AL/Co-Director meetingsGreet Arcadians by name, give them the key cards, introduce them to families, and divide the prospective families into tour groups 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. Schedule monthly Counselor on Duty info sessions. Email needs to be sent out in the middle of each month for counselors to put their days off on the admission calendar. The schedule needs to be made no later than the 20th of each month. If counselors decline the invitation, you follow up with an email that asks them to find their own replacement and to send you the revised plan.Communicate with the Assistant Director of Admission for Campus Visits any and all changes that are made within the day as well as issues that arise. Create a data plan with the Assistant Director of Admission for Campus Visits to gather data on visits, visit options, etc, and provide this data to the dean.Provide additional support for the Operations staff as needed.Provide administrative support for Dean and Associate Dean. Schedule meetings in a timely manner.Respond to all requests so communication is clear Assist in other duties as assignedKeep parlor, conference room, lobby, bathrooms, and front porch tidyKnow dates and details of all admission events and times/locations of daily visit experiences

Machines & Equipment Used: PC or Mac, Printer, Copier, Fax, Multi-line Telephone, and Voice-Mail System

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

Personal Interaction/Communication:

  • 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.
  • Attributes of a Successful Candidate

    Education: A high school diploma or equivalent is 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, and ability to function at a high level in a fast-paced environment.
  • Must be extremely proficient in the Microsoft suite (Word, Excel, 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
  • Supplemental Information

    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.

    • Employees are required to be fully vaccinated against COVID-19 subject to an approved medical or religious exemption.


    Equal Employment Opportunity:

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

    Organization

    Working at Sewanee: The University of the South

    Known familiarly as “Sewanee” by its students, faculty, staff and friends, The University of the South offers an unmatched educational experience. The university remains purposefully small and dedicated to building a sense of community. All classes are taught by professors, not graduate teaching assistants, and close faculty-student interaction ensures that each student enjoys a rich and personal educational experience. It is not unusual for students and faculty members to work shoulder to shoulder on research projects and journal articles, to meet for coffee at a local eatery, or to serve together as members of the university orchestra, volunteer fire department, and other civic groups.

    The result of such individualized education is clear in the academic success of Sewanee students and alumni. The university has had 26 Rhodes Scholars—a number that puts Sewanee in the top four nationally among American liberal arts colleges—as well as 27 NCAA Postgraduate Fellows, 43 Watson Fellows, and dozens of Fulbright Scholars, and has an acceptance rate to graduate and professional schools that far outpaces its peers. The School of Theology has added to its alumni ranks countless bishops, including three of the last four presiding bishops of the Episcopal Church.

    Sewanee offers 36 majors, 32 minors, and 15 special programs, along with pre-medicine, pre-nursing, pre-law, and pre-business. More than 40 percent of students participate in study-abroad programs, and a comprehensive endowed program that provides financial support for summer internships has greatly strengthened career development for undergraduates. See more about Sewanee in the "Sewanee Snapshot" here.

    In an era of specialization, Sewanee upholds the broad-based ideals of liberal education as a surer means to success. At the University of the South, the adherence to outstanding liberal arts education and enduring traditions of honor, community, and respect have transformed many generations of students, and have earned the abiding loyalty and support of alumni who are enjoying lives of integrity, leadership, and service.

    The University is located atop the Cumberland Plateau between Nashville and Chattanooga, Tennessee. Sewanee’s physical environment, which includes the 13,000–acre Domain (as the campus and surrounding area is known), provides a remarkable academic and recreational resource, and an unparalleled place in which to study and reflect. It invites students to engage in both a multitude of outdoor activities and careful study of the natural environment.

    As the University celebrated the 150th anniversary of its founding in 2007–2008, it looked back on a rich history and forward to new opportunities for the next generations. “The essence of Sewanee is consistent from generation to generation,” said Vice Chancellor emeritus Joel Cunningham. “We are a university dedicated to liberal education, to time-honored traditions, and to our commitment to serve our students and this nation. We have been successful in advancing our mission, and I believe we have the resources and the will to ensure that Sewanee’s best years are still to come.”

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