PRIMARY PURPOSE/SCOPE
The Coordinator of Campus Visits & Events is responsible for creating an exceptional and consistent first-impression experience for prospective students and families visiting Bluefield University. This position manages all campus visits, oversees large-scale recruitment events, coordinates with academic and athletic departments, and supports the university’s overall enrollment goals. The Coordinator serves as the primary point of contact for campus visits and plays a key role in shaping visitor perception of the institution’s mission, culture, and academic offerings.
ESSENTIAL DUTIES, RESPONSIBILITIES, AND FUNCTIONS
Campus Visit Operations
Manage all aspects of the daily campus visit program. Greet and host visiting families with a warm, professional, and mission-forward approach. Develop personalized itineraries that may include faculty appointments, campus tours, class observations, and financial aid meetings. Train, schedule, and supervise student ambassadors who assist with campus tours and hospitality. Maintain visit scheduling systems and ensure timely confirmations, reminders, and follow-up communications. Ensure campus visit materials, signage, and spaces reflect high-quality standards.
Recruitment Event Planning & Execution
Plan and execute major on-campus recruitment events, including Open House, Ram Day, group visits, and academic showcase events. Coordinate event logistics such as space reservations, staffing, registration, parking, catering, and materials. Collaborate with Marketing & PR to ensure promotional materials, event webpages, and messaging align with the university’s branding. Provide post-event analysis and recommendations for improvement.
Collaboration With Athletics
Serve as the Admissions point of contact for athlete visit coordination. Provide check-in, welcome materials, and optional ambassador support for athletic visits as requested by coaching staff. Ensure clear communication and coordination between Admissions and Athletics regarding visit schedules and expectations.
Outreach & Engagement
Build relationships with local and regional high schools, churches, homeschool groups, and community partners to promote visit opportunities. Support Admissions Counselors by inviting inquiries and prospects to visit campus through coordinated outreach campaigns. Represent Bluefield University at select recruitment events and on-campus functions when needed.
Administrative & CRM Responsibilities
Use the university’s CRM system to accurately record visits, event attendance, and follow-up communication. Prepare admissions materials, packets, and event supplies. Provide high-level customer service via phone, email, and in-person communication. Assist with general admissions operations as assigned.
KNOWLEDGE, SKILLS, ABILITIES, AND EDUCATION/EXPERIENCE
· A personal faith in Jesus Christ and a commitment to the mission of Bluefield University.
· Bachelor’s degree preferred; equivalent professional experience considered.
· Demonstrated experience in admissions, hospitality, event management, or a related customer-facing field.
· Demonstrated ability to plan, organize, and execute campus visits or events with strong attention to detail and follow-through.
· Demonstrated ability to communicate clearly and professionally in both written and oral formats with students, families, colleagues, and campus partners.
· Proficiency with computer systems, scheduling tools, CRM platforms, or the ability to learn new software quickly.
· Ability to lead, train, and work collaboratively with student ambassadors and other campus stakeholders.
· Commitment to delivering excellent hospitality and creating a welcoming, mission-centered experience for prospective students and their families.
ERGONOMIC REQUIREMENTS
Physical Demands
While performing the duties of this job, the employee is regularly required to sit; use hands to operate a computer terminal; and talk or hear. The employee is occasionally requires to walk, reach with hands and arms, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to forty pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Appropriate driving license is required with this position.
Specialized Equipment Requirements
This position requires no specialized equipment other than equipment typically used in a modern office environment, including personal computers, calculators, copiers, and fax machines.
Working Conditions and Environment
This position has no specific working conditions; the work environment is typical to that of a small private residential institution of higher education.
PERFORMANCE STANDARDS
This position is subject to at least an annual evaluation based upon the job duties, responsibilities, and functions as set forth above.
APPROVALS
The job duties, responsibilities, functions, and requirements delineated above should be interpreted as something other than an all-inclusive list of the same. Additional duties, responsibilities, functions, and requirements may be assigned as appropriate. The University reserves the right to change or reassign job duties, responsibilities, and functions or combine positions at any time. In accordance with the Americans with Disabilities Act, requirements may be modified to accommodate disabled individuals reasonably. However, no accommodations will be made that may pose serious health or safety risks to the employee or others or impose undue hardships on the University. Position descriptions are not intended as and do not create employment contracts. The University maintains its status as an at-will employer.
APPLICATION INSTRUCTIONS
To apply for this position, select “Apply Now” below or visit: https://www.bluefield.edu/employment/ to complete the employment application and upload the following:
- Letter of interest
- Resume or Curriculum Vitae
- Names and full contact information for at least three professional references
- Statement of Christian Faith
To be considered for this position, all application requirements listed above must be completed.
Bluefield University is a Christ-centered learning community developing servant leaders to transform the world. We are looking to hire employees who will embrace this mission.
Bluefield University is a private, not-for-profit institution affiliated with the Baptist General Association of Virginia. Bluefield University shall not unlawfully discriminate on the basis of race, color, national or ethnic origin, sex, disability, age, religion, genetic information, veteran or military status, or any other basis on which the University is prohibited from discrimination under local, state, or federal law, in its employment or in the provision of its services, including but not limited to its programs and activities, admissions, educational policies, scholarship and loan programs, and athletic and other University-administered programs. This institution encourages women, minorities, veterans, and individuals with disabilities to apply.