Associate Director of Enrollment - Campus Visits & Events

JOB SUMMARY  

The Associate Director of Enrollment - Campus Visits & Events  at Southeastern University is crucial in implementing strategies for effective and efficient campus visits and events. This role supports the Director of Enrollment - Campus Visits & Events in planning and executing all visit events and personal visits, ensuring a seamless and personalized experience for prospective students and their families. Key responsibilities include building personalized visit agendas, collaborating with Enrollment Counselors, and managing administrative tasks related to event logistics, purchasing, inventory management, front desk communications, and data management.

The Associate Director of Enrollment - Campus Visits & Events  oversees operations for the First Impressions team, coordinating Welcome Desk activities, handling deliveries, and supervising front desk student employees. This position also assists with visit event days, special programs on campus, and virtual recruitment events throughout the year. Additionally, the Associate Director of Enrollment - Campus Visits & Events  is responsible for hiring and training visit and event student employees to ensure outstanding customer service for all visitors. As the central point of contact for prospective students, families, community members, and other visitors, the Associate Director of Enrollment - Campus Visits & Events  must possess exceptional communication skills, excellent customer service abilities, and a positive demeanor.

ORGANIZATIONAL RELATIONSHIPS 

Reports to: Director of Enrollment - Campus Visits & Events

Supervisory Responsibility: N/A  

Indirect Supervisory Responsibility: N/A

ESSENTIAL DUTIES - May include, but is not limited to the following: 

1. Personal Visit Management 
   • Oversee and Enhance Personal Visits: Ensure every personal visit is exceptional and memorable. Coordinate daily with Enrollment Counselors, student leaders, and visitors to maintain a seamless experience. Provide leadership and delegation to fill gaps, manage the front desk, and ensure each visit is flawlessly executed from start to finish.
2. Group Visits Coordination
   • Manage Group Visits: Schedule and facilitate group visits with efficiency and precision. Oversee the organization of schedules, communication, and overall experience for each group. Delegate tasks and maintain communication with Graduate Assistants and student leaders to ensure smooth operations.
3. Event Communication Leadership
   • Lead Event Communication: Develop and implement an effective communication strategy for all event attendees. Ensure consistent, trackable, and replicable communication to keep attendees informed and engaged throughout the process.
4. Event Operations Support
   • Assist in Event Planning and Operations: Collaborate with the Director of Campus Visits and Events to manage the operational aspects of each event, including runsheets, room reservations, and coordination with internal departments.
5. Day-of-Event Coordination
   • Oversee Day-of Operations: Be present on event days to coordinate activities, address questions, and ensure a smooth execution of the event.
6. Guidance for Graduate Assistants and Student Leaders
   • Support and Direct GA’s and Student Leaders: Work closely with the Director to provide clear direction and support to Graduate Assistants and student workers, ensuring they are aligned with tasks and productivity goals. This includes 1 on 1’s as needed, monitoring timesheets, and offering corrections. 
7. Continuous Improvement and Innovation
   • Drive Innovation: Continuously seek opportunities to enhance the visitor experience and optimize departmental operations. Stay proactive in identifying and implementing improvements for events and visits.
8. Hospitality and Servant Leadership
   • Exemplify Hospitality and Leadership: Lead with a service-oriented approach, demonstrating hands-on support and hospitality. Be actively present in the lobby, ready to assist with tasks such as front desk management and giving tours, while fostering a welcoming environment for both visitors and team members.

ADDITIONAL/NON-ESSENTIAL DUTIES 

N/A

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position.  Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

LOCATION 

Lakeland Main Campus  

EDUCATION   

Required Education:

Bachelor’s degree from an accredited college or university.

Preferred Education:

Bachelor’s degree in business, education, marketing or a related field.

LICENSES/CERTIFICATIONS

N/A

EXPERIENCE 

Required:

• A minimum of three (3) years of experience in event management, team leadership, enrollment, sales, or a related field. 
• Experience with data reporting, event logistics, and customer service, along with strong leadership, team-building, and communication skills

Preferred:

• Proficiency with Salesforce or similar CRM software. 
• Experience in team management and leadership. 
• Prior experience in higher education graduate admissions, sales, customer service, or related field. 
• Experience with CRM recruitment or sales software. Familiarity with analyzing and interpreting data. 

• Experience in leading and mentoring a team, developing and implementing strategic event plans, and conducting data-driven analysis to inform decision-making are also highly desirable. 

Degree in Communication, Event Management, Business, Marketing, or related field. Experience in planning and executing events serving 75-250 people, leading students within a college setting. Experience working in Enrollment, Higher Education, and using data entry software. The ability to remain focused and organized while managing numerous concurrent and even competing projects and demands. Must be a strong collaborator, working well with colleagues in Admissions and Financial Aid and across campus.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• High degree of initiative, leadership, and independent judgment, operating within the highest ethical standards and integrity in all aspects of the role. 
• Maintains ethical practices and ensure the confidentiality of student information.
• Strong independent judgment, initiative, and critical thinking. 
• Superior interpersonal and public speaking skills are crucial, along with highly developed written and oral communication capabilities. 
• Exceptional organizational and analytical skills, with excellent attention to detail. 
• Proficiency in customer service and the ability to interface effectively with diverse populations are necessary. 
• Ability to work independently, maintain a flexible schedule, and contribute to and collaborate within a team environment. 
• Ability to use discretion within current policies and procedures, recommending and implementing process improvements, is vital. 
• A strong ability to build and maintain relationships with internal and external stakeholders, fostering a collaborative environment that supports the university's visit and event goals.
• A valid driver's license is required.

 Preferred:

• Proficiency with Microsoft Office software, PowerBI reporting software, Salesforce CRM software, and/or Jenzabar SIS software. 
• Familiarity with SEU’s academic programming, student activities, and other services and resources available to prospective students and their families is highly valuable. 
• A comprehensive understanding of event planning and coordination, along with financial literacy skills for managing event budgets and expenses, is beneficial. 
• Knowledge of SEU's multicultural and religious diversity is important. 
• Effective personnel management techniques, as well as advanced skills in project management, organization, and office management, are advantageous. 
• An awareness of the latest advances and effective methods in higher education event planning and visitor experience strategies is preferred. 

WORK ENVIRONMENT 

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. 

• This position is considered Non-Essential for the purposes of Emergency Response.

Physical Requirements: 

• Office Environment: Ability to work primarily in an office setting, which involves sitting for extended periods.
• Computer Use: Proficiency in using computers for various tasks, which requires hand-eye coordination and manual dexterity for typing and handling office equipment.
• Communication: Strong verbal communication skills for meetings, presentations, and interactions with staff, students, and parents.
• Visual Requirements: Ability to read and interpret data on computer screens and printed documents.
• Hearing and Speaking: Adequate hearing to participate in conversations and phone calls, and clear speaking ability for effective communication.
• Lifting & Carrying: Ability to safely lift, carry, load, and unload recruiting and event materials, banners, pop-up canopies, and boxes of brochures weighing up to 50 lbs.
• Mobility & Posture: Ability to stand and walk for extended periods (up to 4 to 6 hours) during recruitment fairs and campus events. Frequent bending, stooping, kneeling, twisting, and reaching overhead are required to assemble and dismantle booth hardware.
• Stamina: Ability to endure varying indoor and outdoor weather conditions and walk long distances across large campus or convention center footprints while pushing/pulling heavy equipment carts. 
• Fine Motor Skills & Sensory: Manual dexterity to operate tablets/lead-capture devices, set up intricate displays, and pack fragile materials. Clear speaking and hearing are required to actively recruit, present information, and communicate with large crowds in loud environments

Travel:

No 

Schedule:

40 hours per week is required. Regular hours are 9am - 5:30pm M-F. Some extended hours required during peak admission months.

TRAINING

All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period, the employee can transition to regular status, have the probationary period extended in order to receive more training, or employment can be terminated. Required compliance training is as follows:

SEU Onboarding

SAFETY 

• SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. 
• Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. 
• Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk, please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident. 
• Emergency Employees report for or must remain at work in emergency situations.  Dismissal or closure announcements do not apply to this position, unless instructed otherwise by your direct supervisor or a member of the Leadership Team.  

SCREENING

All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle, a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the University’s insurance carrier in order to meet the requirements of the position.

DISCLAIMER

SEU is an at-will employer.  This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees, vendors, visitors, and students.

Southeastern University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, sex (including pregnancy), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. The equal opportunity policy will apply in University programs and activities, and all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination and all other terms, conditions and privileges of employment. All employees of Southeastern University, by continued employment, agree to abide by the policies contained in the Employee Handbook and in the SEU Mission, Vision, Statement of Faith and Community Covenant.