Group Visits Coordinator

Group Visits Coordinator

Oregon State University

Department: Admissions (XEM)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: $50,000 - $59,000

Job Summary:

The Office of Admissions is seeking a Group Visits Coordinator. This is a full-time (1.00 FTE), 12-month, professional faculty position.

This position shares in the coordination of the Team of Undergraduate Recruiters (TOUR) program within the larger Office of Admissions, providing the first point of contact for prospective students and family members. This position shares the responsibility of engaging in daily conversations with prospective students and their families, management of the Welcome Center, management of campus visit programs, and they participate in recruitment activities. The Welcome Center serves more than 30,000 visitors annually, a marked growth as the enrollment of OSU has increased, and this position shares in the work of supporting all of those visitors. This position also supports the management of the physical office space, which is located within Reser Stadium and is a shared space with Athletics. This position has a special focus on coordinating group visits for the Welcome Center, which include groups of high school students from a variety of underrepresented backgrounds in an effort to increase access to higher education. This position supports Welcome Center operations both virtually and on campus.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU's safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.

https://bestplace4workingparents.com/policies/

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

25% Group TOUR Coordination:

• Oversees and coordinates all group tour requests including room reservations, scheduling presenters, and TOUR Ambassador staffing, serving an average of 5,000 group visitors annually. Serve as primary contact with visiting groups, including collecting registration information, demographic information for the group, and intaking visit experience requests.

• Train student TOUR Ambassadors on group visits, including group tours and group Q&A panels. Create an appropriate personalized visit agenda for the audience requesting the group visit.

• Develop relationships and collaborate with campus partners who support group visit experiences, including communicating and scheduling group visit requests with these partners.

• Manage our online visit registration system/CRM, Slate, including building out all the Welcome Center group visit event offerings.

• Attend regular meetings between Welcome Center staff and college-level recruiters to provide updates regarding campus-wide group visit operations and upcoming programming to ensure clear and consistent communication for campus participation regarding the group visit experience.

• Co-lead visit program benchmarking process that is conducted by the Welcome Center staff to evaluate all campus partners who offer campus visits to ensure high-quality visit experiences.

• Create and deliver customized training to campus partners and their student staff regarding the visit experience.

• Support Welcome Center daily visit operations during peak visit periods, including presenting 30-minute admissions information sessions, supporting student staff scheduling and more.

25% Admissions Recruitment, Advising and Application Evaluation

• Present admissions information sessions to visiting groups (virtual and in-person), typically 1-2 per day. Presentation size can range from 5-75 group visitors.

• Serve as first point of contact whenever daily campus visitors have questions about the admissions process, including having individual conversations with families when requested on a daily basis.

• Meets with prospective students and families on campus, off campus and virtually as needed.

• Answers general questions of broad university-scope, including standards and deadlines for admissions, housing, financial aid, and scholarships.

• Understand and explain transferability of coursework from other colleges or universities.

• Assess the completeness of an admissions application and determine if there is any documentation outstanding.

• Understand the state and federal record keeping policies regarding official and unofficial documents.

• Adhere to the Family Educational Right and Privacy Act (FERPA) when interacting with prospective students and families, both in-person and virtually.

• Read and evaluate application files as part of the holistic admissions review process.

• Provide recommendations on admissibility and scholarship eligibility to the Directors of Admission and Scholarship.

• Positively interact with a diverse population of visitors in a courteous manner.

25% Staff Management:

• Assist in managing the TOUR Ambassador team of 40-50+ student staff members.

• Works on staff scheduling and ensures group visit coverage (both virtual and in-person) for the entire staff while adhering to budgetary guidelines.

• Develop performance goals and assess performance of student TOUR Ambassadors.

• Discipline or effectively recommend discipline, up to an including dismissal.

• Assist the Associate Director for Visit Programs with hiring decisions by serving on the interview committee for student employees.

• Lead the fall training process for returning student TOUR Ambassadors, including creating the training schedule, determining training content, requesting campus partners to train new staff as needed, and involving current staff in the training process.

• Co-facilitates regular staff meetings for all student employees, providing departmental updates regarding group visit operations.

10% Large Recruitment Event Coordination and Support:

• Assist the Welcome Center staff with planning and coordination of seasonal large on-campus and/or virtual recruitment events (ex: Beaver Open House, Orange & Black admitted students' day) for prospective and admitted students and families, , serving an average of more than 5,500 visitors through these programs annually.

• Prepare student TOUR Ambassador staff for staffing the day.

• Assist with organizing materials needed for each program day, including signage, check-in equipment, publication materials for families, etc.

• Some events may be held during evenings or on weekends.

10% Space Management:

• Communicate with Department of Intercollegiate Athletics regarding shared use of the Welcome Center club spaces in Reser Stadium.

• Navigate use of club spaces around football team practices on-field, including limiting visitor view of field and instructing student TOUR Ambassadors to use alternate tour routes while team is practicing.

• Identify general space maintenance issues as they arise and report them to the Associate Director.

• Refer to shared calendar of events between Athletics and Welcome Center when scheduling Welcome Center group visit operations to ensure there is no overlapping in space usage.

• Maintain awareness of external events scheduled to take place during business hours in the Welcome Center club spaces and Reser Stadium as a whole, including preparing the Welcome Center student staff member to be aware of what events are taking place in our space and having them welcome attendees/direct them to their meeting location.

3% Reports, Statistics and Publications:

• Maintains statistics of group visits to OSU for both in-person and virtual visits.

• Compiles information into monthly, quarterly and annual reports.

• Responsible for assessment efforts and for compiling and reviewing group visit evaluations.

• Suggests and implements any changes necessary as a result of program assessments and evaluations.

• Assists Associate Director with visit data analysis.

• Assist with editing and reviewing recruitment publications for the Office of Admissions and the Welcome Center.

• Provides program description content for webpages and review of online registration forms.

2% Other Duties As Assigned

What You Will Need

• Bachelor's degree from a non-profit, regionally accredited institution in a relevant discipline.

• One year professional or related student or volunteer experience including planning, supervising, public speaking, writing, research analysis, and/or public contact.

• Proficiency in computer applications including Microsoft Word, Excel, PowerPoint, and Publisher.

• Strong written, verbal, and interpersonal communication skills with diverse communities.

• Strong organizational, time management, and project management skills.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver's license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

What We Would Like You to Have

• Experience or training in Banner and Slate student database systems

• Prior work experience in higher education

• Prior work in event planning

• Fluency in Spanish

Working Conditions / Work Schedule

Some work outside of the 8-5 p.m. hours and weekend work may be required. Travel for various events may be required.

This position may occasionally be required to drive to support recruitment and outreach duties, for example, to off-site events.

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact: Jim Marquit at Jim.Marquit@oregonstate.edu

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/7201578

Copyright ©2025 Jobelephant.com Inc. All rights reserved.

https://www.jobelephant.com/

jeid-9bd6aef30dd8634488073074c8494d16