Visit & Events Coordinator

OFFICE PROFILE : The Office of Undergraduate Admissions at Concordia University Irvine exists to serve the mission of the university by recruiting and enrolling a specific number of wise, honorable and cultivated undergraduate students that support the ongoing operations of the university.

ROLE : The role of the Visits and Events Coordinator is to create a strategic plan for events and visits, in consultation with the Director of Undergraduate Admissions.

The purpose of this role is to attract as many prospective students to visit Concordia University Irvine through a customized visit experience and / or admissions events that highlight the student experience at Concordia University Irvine.

This role will be pivotal in its contribution to the annual enrollment goals of the Undergraduate Admissions Office.

APPOINTMENT :

• Appointed by the Director of Undergraduate Admissions.
• Approved by the Vice President of Enrollment Services, Chief Mission Officer / VP of Human Resources, and the President's Cabinet.

STAFF RELATIONSHIPS :

• Reports directly to the Director of Undergraduate Admissions.
• In partnership with the Director of University Events and Operations for backend services.
• Collaborates with the entire Enrollment Services Division, Student Life Division, Advancement Division, and Academic Service Division.
• Manage all student workers working for the Visit and Events branch of the UG Admissions Office (i.e. tour guides).
• Potential to work closely with Presidential Ambassadors and Student Leaders, per the appointment of their supervisors.

ESSENTIAL DUTIES AND RESPONSIBILITIES : To perform this job successfully, an individual must be able to accomplish each of the below duties satisfactorily :

• In consultation with the Director of Admissions, manages the overall strategy, design, and execution of all customized and personalized prospective students visits, group visits and all events for undergraduate admissions including but not limited to : Saturday Brunch Tours, Preview Day, Scholar's Breakfast, Scholar's Reception, Transfer Day, Admitted Student Day, and Week of Welcome.
• Assist the Director of Admissions in creating strategic goals and objectives within Admissions through the active development of new and revamped events.
• Manage all events to operate effectively within the operating budget set by the Director of Admissions.
• Serve as liaison between the Admissions, deans, departmental faculty, and staff responsible for the implementation of successful recruitment events.
• Serve as liaison between university catering services, Bon Appetit, and all off-campus vendors.
• Responsible for providing content and maintaining university event website information and guest reservation programs.
• In consultation with the Director of Admissions, draft and prepare all written communication including emails, letters, reservation forms and all recruitment event publications.
• Manage all content, overall layout and design of all event programs, nametags, signage and all other printed items for each event.
• Manage and implement the Admissions Event Management CRM (Salesforce) while working in conjunction with the Associate Director of Operations for all related issues.
• Manage contracts for all vendor services and products in relation to all event needs.
• Train, manage, and maintain a successful student staff of 10-15 student workers to assist in the execution of each event and facilitate development of their communication skills and overall work experience in the field of event planning.
• Other duties may be assigned over time.

EDUCATION AND / OR EXPERIENCE :

• BA degree required.
• Demonstrated excellent written and oral communication skills.
• At least 1-3 years of experience or knowledge in the field of event planning, public relations, marketing and admissions is highly recommended.

QUALIFICATION REQUIREMENTS : The requirements listed below are representative of the knowledge, skill and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions :

• Be able to represent Concordia University Irvine in a variety of situations.
• Possess excellent communication skills (interpersonal, public address, and written communication).
• Possess excellent organizational skills, be detail oriented, and be able to work unsupervised.
• Possess exceptional creativity and passion for the event planning industry.
• Possess strong analytical abilities, leadership and management skills.
• Be a problem solver.
• Have the training skills and ability to motivate others.
• Competent and comfortable with Banner, TargetX, 25Live, Word, PowerPoint and Excel.
• Competent with desktop publishing and graphic design programs and software (i.e. Microsoft Publisher, Adobe Photoshop, etc.).
• Competent with event management systems for the overall management of all events needs.
• Be willing to travel.
• Be committed to the vision, mission, and ministry of Concordia University, Irvine.

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