Position Summary

The Office Manager & Campus Visit Coordinator serves as the welcoming face of Thomas More University and is often the first University representative prospective students, families, and visitors encounter during their college search. This position plays a critical role in shaping the first impression of the University by providing exceptional hospitality, personalized service, and operational excellence throughout the enrollment experience.

The Office Manager & Campus Visit Coordinator coordinates all prospective student campus visits, develops personalized visit itineraries, and collaborates with admissions counselors, faculty, coaches, student ambassadors, and campus partners to ensure every visitor experiences the welcoming, student-centered culture of Thomas More University.

As the operational hub of the Enrollment Management Office, this position supports undergraduate and graduate recruitment efforts by coordinating campus visits, managing front office operations, maintaining enrollment communications and technology, and serving as a knowledgeable resource for prospective students and families.

Every interaction matters. The Office Manager & Campus Visit Coordinator is responsible for ensuring every prospective student and family leaves campus feeling welcomed, valued, informed, and excited about the possibility of becoming part of the Thomas More University community. Through exceptional hospitality, personalized service, and operational excellence, this position helps prospective students envision themselves as future Saints.

Core Values

All duties and responsibilities are expected to be performed in a manner that reflects the mission and core values of Thomas More University, including:

• Respect for every individual
• Hospitality and service
• Professionalism and integrity
• Collaboration and teamwork
• Compassion and care
• Commitment to diversity and inclusion
• Student-centered decision making
• Excellence in customer service

Essential Duties and Responsibilities

Visitor Experience & Hospitality

• Serve as the primary receptionist and first point of contact for prospective students, families, and campus visitors.
• Create a welcoming, professional, and hospitable environment that reflects the mission and values of Thomas More University.
• Ensure every visitor receives prompt, courteous, and personalized assistance.
• Maintain an attractive, organized, and welcoming Enrollment Management reception area.
• Answer and direct incoming phone calls, emails, and visitor inquiries professionally and efficiently.
• Serve as a knowledgeable resource regarding admissions processes, campus resources, and visit opportunities.

Campus Visit Coordination

• Coordinate all undergraduate and graduate campus visits from initial scheduling through completion.
• Develop personalized visit itineraries based on each student's academic interests, extracurricular involvement, and enrollment goals.
• Coordinate schedules with admissions counselors, academic departments, faculty, athletic coaches, Fine Arts, Honors, Student Affairs, Campus Ministry, and other campus partners.
• Coordinate student ambassador participation for campus visits by communicating visitor schedules and needs with the Student Ambassador Program coordinator.
• Ensure prospective students and families are paired with appropriate student ambassadors to provide an engaging and personalized campus experience.
• Confirm appointments and communicate schedule updates with all campus partners.
• Coordinate special visit requests, transfer visits, group visits, and VIP visits.
• Prepare visitor itineraries, welcome packets, and admissions materials.
• Monitor daily visit schedules to ensure a seamless visitor experience.

Enrollment Operations

• Utilize Slate CRM to coordinate campus visits, communications, and enrollment workflows.
• Maintain accurate prospective student records, visit data, and communication history within Slate.
• Assist with enrollment communications, visit confirmations, and event registration.
• Participate in Slate training and remain current on enrollment technologies.
• Generate reports and recommend improvements to enrollment and campus visit processes.

Recruitment Event Support

• Assist in planning and coordinating Open Houses, Preview Days, Registration Days, Accepted Student events, High School Counselor programs, and other recruitment initiatives.
• Coordinate logistics, visitor materials, hospitality, and event preparation.
• Collaborate with the Student Ambassador Program coordinator to ensure ambassadors are available and prepared for recruitment events and campus visits.
• Support evening and weekend recruitment events as needed.

Office Management

• Manage the daily operations of the Enrollment Management Office.
• Manage the main Enrollment Management phone line and reception area.
• Order office, hospitality, and visitor supplies.
• Maintain admissions publications, promotional materials, and visitor resources.
• Coordinate incoming and outgoing mail.
• Maintain organized electronic and physical filing systems.
• Assist with administrative projects supporting Enrollment Management.
• Ensure the office consistently reflects a professional, organized, and welcoming environment.

Collaboration

• Work collaboratively with the Assistant Vice President for Enrollment Management, Director of Undergraduate Admissions, Director of Graduate Admissions, admissions counselors, faculty, Athletics, Fine Arts, Student Affairs, Campus Ministry, Honors Program, Marketing & Communications, and other campus departments.
• Collaborate with the Student Ambassador Program coordinator to support the successful scheduling and utilization of student ambassadors during campus visits and recruitment events.
• Participate in Enrollment Management meetings and support strategic enrollment initiatives.
• Perform other duties as assigned.

Required Qualifications

Education

Associate degree required. Bachelor's degree preferred.

Experience

• Minimum of three years of progressively responsible experience in office management, customer service, admissions, hospitality, event coordination, or a related field.
• Experience working in a fast-paced, customer-focused environment.
• Experience coordinating multiple schedules and priorities.

Preferred Qualifications

• Experience in higher education.
• Experience using Slate CRM or similar customer relationship management software.
• Knowledge of college admissions processes.
• Experience coordinating campus visits, events, or hospitality programs.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Outstanding customer service and hospitality skills.
• Excellent organizational and time management abilities.
• Strong interpersonal and communication skills.
• Professional judgment and initiative.
• Ability to multitask while maintaining attention to detail.
• Ability to learn and effectively utilize Slate CRM and other enrollment technologies.
• Strong proficiency with Microsoft Office Suite.
• Ability to build positive working relationships with student leaders and campus partners.
• Commitment to confidentiality and FERPA compliance.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to move throughout campus to support visitors and events.
• Ability to lift up to 25 pounds of recruitment materials and office supplies.
• Ability to communicate effectively in person, by telephone, and electronically.

Work Schedule

This is a full-time position. Standard business hours are expected; however, flexibility is required to support enrollment activities, including occasional evenings and weekends during peak recruitment seasons.

Key Performance Indicators (KPIs)

Performance in this position will be evaluated by the individual's ability to:

• Coordinate personalized campus visits that reflect the interests and needs of prospective students and families.
• Maintain timely, professional, and welcoming communication with prospective students, families, faculty, coaches, and campus partners.
• Ensure accurate scheduling, documentation, and reporting within Slate CRM.
• Deliver efficient, organized, and seamless campus visit experiences.
• Successfully coordinate recruitment event logistics and visitor experiences.
• Maintain a professional, welcoming, and organized Enrollment Management Office.
• Foster collaborative relationships across campus that enhance the visitor experience.
• Support the effective integration of student ambassadors into campus visits and recruitment events.
• Contribute to undergraduate and graduate enrollment goals through exceptional customer service, operational excellence, and collaborative support of the Enrollment Management team.
• Demonstrate continuous growth in the use of enrollment technologies and enrollment management best practices.

Mission Impact

The Office Manager & Campus Visit Coordinator plays a vital role in advancing the mission of Thomas More University by ensuring every prospective student and family experiences the University's commitment to community, connection, collaboration, and personalized attention from their very first interaction. Through exceptional hospitality and thoughtful coordination of the campus visit experience, this position helps prospective students see themselves as future Saints and contributes directly to the University's enrollment success.