Admission Visit Coordinator and Receptionist

Department: Admission
Reports To: Sr. Associate Director of Admission

Position Overview:

The Admission Visit Coordinator and Receptionist is a key member of the Admission team, responsible for creating a welcoming and organized experience for prospective families visiting Taft. This role goes beyond traditional front desk duties, encompassing coordination of campus visits, oversight of the Tour Guide Program, and administrative support for the Admission Office. The ideal candidate is personable, detail-oriented, and thrives in a fast-paced, mission-driven environment.

Key Responsibilities:

Visitor Experience & Tour Coordination

• Serve as the welcoming face of the Admission Office for visiting families.
• Facilitate introductions between prospective families and their tour guides, as well as with their Admission Counselors.
• Coordinate prospective family meetings with coaches, program directors, and department heads as needed.
• Oversee and organize the Tour Guide Program , including:
  • Recruiting and training student tour guides.
  • Coordinating and scheduling all campus tours.
  • Appointing and overseeing the Admission Council and Council Heads .
• Prepare materials and spaces for visits, including welcome packets and meeting rooms.
• Coordinate with Aramark to provide refreshments for Admission visitors.
• Track and follow up with visiting families to ensure a positive experience.
• Schedule, coordinate, and assist with Admitted Student Days.

Administrative Support

• Provide administrative support to the Director of Enrollment and the Admission department , as directed by the Director and the Senior Associate Directors of Admission.
• Assist families with completing application materials and navigating the admissions process.
• Maintain confidentiality of all admission and applicant records, files, and information.
• Forward necessary admission materials to traveling Admission counselors.
• Provide Admission department information to other departments as needed.
• Assist other departments throughout the school on an as-needed basis.

Communication & Outreach

• Field and respond to phone, mail, and email inquiries from applicants and parents.
• Arrange off-campus interviews and meetings as necessary.
Serve as a warm and welcoming receptionist in the admissions reception room .

Qualifications:

• High school diploma required, undergraduate degree preferred.
• At least one year of experience in a receptionist position.
• Strong written and verbal communication skills.
• Strong organizational skills.
• Attention to detail and ability to work in a diverse environment.
• Prior experience in customer service, hospitality, or administrative support.
• Proficiency in Google Workspace and comfort with admission software or CRM systems.
• Ability to multitask and remain calm under pressure.
Ability to work after normal business hours and on weekends as needed (this position requires managing the admissions reception room on Saturdays from 8 am-12:30pm September-January, and in April and May, as needed, when visitors are scheduled during peak admissions season.)

Preferred Attributes:

• Enthusiasm for education and working with families.
• Experience in an educational or nonprofit setting.
• Familiarity with independent school culture and admission processes.
• Willingness to work in a dynamic space, and the ability to manage changes to the visit schedule, interviewer and tour guide availability with professionalism and warmth.