Prospective Student Events Coordinator

CLASSIFICATION:  Administrative

DEPARTMENT:  Enrollment - Undergraduate Admission

FLSA STATUS:  Exempt 

SUPERVISION RECEIVED: Reporting to Executive Director of Undergraduate Admission 

SUPERVISION EXERCISED: Direct supervision and day-to-day coordination of student workers / student ambassadors

POSITION SUMMARY: At Moravian University, we believe that meaningful college decisions begin with meaningful experiences. From a student's first visit to campus to the excitement of an Open House or Accepted Student event, every interaction shapes how prospective students and their families envision their future at Moravian. The Prospective Student Events Coordinator plays an essential operational role in bringing those experiences to life by coordinating the logistics, details, and welcoming touchpoints that inspire students to see themselves as Greyhounds.

Reporting to the Executive Director of Undergraduate Admission, this position serves as the primary logistical coordinator for undergraduate recruitment and yield events while providing administrative and operational support to the Office of Undergraduate Admission. To succeed in this role, you will organize, execute, and support the day-to-day operations of the University's recruitment event portfolio and assist with admissions processes that contribute directly to enrollment success.

Approximately 60–70% of the position is dedicated to recruitment event coordination and implementation, while 30–40% focuses on student worker supervision, applicant engagement support, campus visits, and general counselor support. This dynamic role combines hands-on event execution, attention to detail, relationship building, and active student engagement throughout the admissions cycle.

This position is an outstanding opportunity for an entry- to mid-level higher education or event management professional who enjoys connecting with students and families, working collaboratively with campus partners, and delivering smooth, high-quality events. Working in close collaboration with Academic Affairs, Student Life, Athletics, Financial Aid, Marketing, faculty, staff, and student ambassadors, the Coordinator ensures every recruitment event runs seamlessly and reflects Moravian University's commitment to personalized attention and exceptional hospitality.

This position supports the University's Prospective Student Events Initiative by ensuring recruitment events are designed around the needs and experiences of prospective students and their families—not the organizational structure of participating departments. Individual offices retain ownership of their content and expertise, while Undergraduate Admissions provides the leadership and coordination that brings every element together into one seamless experience.

If you are energized by creating memorable experiences, collaborating across campus, and helping students discover their future at Moravian University, we invite you to join our Enrollment team and play a central role in shaping the University's next generation of Greyhounds.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Recruitment Event Coordination & Logistics: (60–70%)

• Event Execution: Coordinate the administrative and logistical setup, execution, and wrap-up for undergraduate recruitment and yield events, including Open Houses, Accepted Student programs, Getting Started at Moravian (GSAM), Mondays @ Moravian (M@M), Saturday Visits, Athletics Open House, Nursing Open House, and special admissions visits.


• Logistics Management: Reserve campus facilities, coordinate catering, arrange room setups, organize AV/technology needs, assemble event signage, order event supplies, and manage event inventory.


• Communications & Registration: Manage event registration workflows in the CRM system, process guest RSVPs, prepare attendee check-in materials, send event confirmation/reminder communications, and field guest questions prior to events.


• Campus Partner Liaison: Communicate event schedules, room assignments, and staffing needs to participating campus offices (Academic Affairs, Financial Aid, Student Life, Athletics, Marketing, Facilities, and Catering).


• On-Site Operational Support: Serve as the primary on-site logistical point of contact during event days, managing check-in stations, guiding guest flow, troubleshooting real-time operational issues, and supporting presenters.


• Data & Assessment: Assist with post-event administration, including attendance tracking, survey distribution, compiling participant feedback, and generating standard post-event attendance reports.

Admissions & Student Worker Leadership: (30–40%)

• Student Employee Supervision: Supervise, schedule, and assist with the training and onboarding of Undergraduate Admissions student workers and event ambassadors for event support, tours, and office operations.


• Student Worker Project Oversight: Direct daily student worker tasks, including inquiry processing, handwritten card initiatives, mailings, phone outreach, event prep kit assembly, and office coverage.


• On-Campus Admissions Support: Serve as a welcoming, knowledgeable on-campus resource for prospective students, walk-in visitors, and families, ensuring consistent office coverage—especially during staff travel cycles.


• Applicant Engagement: Assist with routine applicant outreach, including monitoring incomplete applications, sending follow-up reminders, processing incoming materials, and executing routine phone/email outreach.


• Application Processing Support: Assist with preliminary application review, document indexing, and standard admissions file preparation as assigned.


• General Office Support: Provide administrative support to the admissions team, assist with counselor training logistics, and participate in office-wide enrollment initiatives.

QUALIFICATIONS:

• Education: Bachelor’s degree preferred (or equivalent combination of education and hands-on event/administrative experience).


• Experience: 1–2 years of experience in higher education admissions, campus event planning, customer service, or student affairs preferred.


• Customer Service Focus: Strong interpersonal skills with a welcoming, student-centered approach to working with prospective families, university staff, and vendors.


• Organizational Skills: Excellent attention to detail, strong time-management skills, and a demonstrated ability to manage multi-step project logistics simultaneously.


• Technical Skills: Familiarity with CRM systems (e.g., Slate or Salesforce), event management tools, and standard Microsoft Office / Google Workspace products.


• Adaptability & Schedule: Ability to work flexible hours, including early mornings, evenings, and required weekend event shifts during peak recruitment seasons.

TO APPLY: Qualified candidates should attach their cover letter, resume, and contact information for three professional references to the online application by clicking “Apply Now”. Please attach documents as a PDF file.

Moravian University will not sponsor applicants for a U.S. work visa for this position.