Visit Experience and Welcome Center Coordinator

Overview  

The Visit Experience and Welcome Center Coordinator serves as the central coordinator for Mary Baldwin University’s prospective student campus visits — from daily tours to high-impact recruitment events. This highly visible role oversees both the day-to-day operations of the Welcome Center and assists in the planning and execution of all visit events, ensuring that every guest has an exceptional, mission-aligned experience. The coordinator supervises a team of student ambassadors, event volunteers, and work-study students and collaborates across departments to deliver personalized, professional, and polished visit experiences that support the university’s enrollment goals. 

This position reports to the Director of Enrollment Marketing and Visit Experience in the Department of Enrollment Management. 

About MBU

Mary Baldwin University is a private university enrolling nearly 1,800 students at the undergraduate and graduate levels on campuses in Staunton and Fishersville, Virginia, and online. Since 1842, this intimate learning environment has allowed students to cultivate strong connections with faculty, staff, and peers. With a rich history of access and innovation, MBU prepares the diverse leaders of the future in fields ranging from health sciences, creativity and culture, business and technology, and education and society. The university is organized into three academic colleges: the Gold College of Arts and Sciences, the Murphy Deming College of Health Sciences, and the Palmer College of Professional Studies.

Key Responsibilities 

Visit Operations and Welcome Center Management 

• Serve as the first point of contact for prospective students and families. 
• Oversee daily campus visit scheduling and logistics, ensuring each visitor has a tailored experience. 
• Maintain the cleanliness, professionalism, and readiness of the Welcome Center and event spaces. 
• Greet guests, answer inquiries, distribute materials, and coordinate check-in.
• Manage daily flow of walk-ins, individual visits, and small groups. 
• Ensure all visit communications and materials align with MBU branding and messaging. 

Event Planning and Execution 

• Assist in planning and implementing major recruitment events, including open houses, admitted student days, overnight experiences, and counselor gatherings.
• Lead all event logistics: reserve rooms, coordinate parking, signage, technology, catering, and promotional materials. 
• Collaborate with campus partners to coordinate programming, presentations, and faculty/staff engagement. 
• Develop checklists, timelines, and volunteer assignments for events. 
• Serve as the on-site lead during events, troubleshooting issues and ensuring smooth execution. 

Student Supervision and Team Development 

• Recruit, train, and supervise student ambassadors, Welcome Center assistants, and event volunteers. 
• Manage shift scheduling for daily tours and special events.
• Conduct training sessions on MBU knowledge, hospitality standards, and professional conduct. 
• Approve student hours and maintain payroll documentation. 

Hospitality and Volunteer Coordination 

• Create an engaging and welcoming atmosphere for all guests and stakeholders. 
• Train volunteers and campus representatives in event etiquette, appearance, and expectations. 
• Facilitate pre-event briefings and post-event feedback reviews. 
• Proactively identify and address hospitality issues before and during events. 

Communications and Collaboration 

• Host biweekly logistics meetings with cross-campus departments. 
• Work with the Office of Integrated Communications to support visit-related communications and signage. 
• Serve as a liaison between Enrollment and departments providing faculty, student life, or athletic engagement in visit programming. 

Optional/Additional: Social Media Student Team Oversight 

• Supervise work-study students assigned to enrollment social media tasks, if applicable.
• Coordinate post scheduling and student-generated content in collaboration with the marketing team. 
• Monitor student performance and ensure timely payroll processing. 

Other Administrative Support 

• Assist with special projects for the Director of Admissions or VP for Enrollment Management. 
• Support inquiry data entry, appointment scheduling, or other office needs during peak seasons.

Qualifications

• Bachelor’s degree or equivalent experience in event management, customer service, or enrollment-related work.
• Minimum two years of experience in visitor experience, hospitality, admissions, or event planning roles.
• Demonstrated experience supervising students or part-time staff.
• Exceptional organizational and multitasking skills with a proactive mindset.
• Strong interpersonal skills; able to connect with diverse guests and internal teams.
• Proficiency in Microsoft Office; familiarity with CRM systems preferred.
• Ability to work occasional evenings/weekends and to troubleshoot in a fast-paced environment.

Benefits and Other Information

This position is full-time, benefits-eligible: The university offers excellent comprehensive benefits which include paid vacation and sick leave, in addition to 15+ paid holidays a year and affordable health insurance. We care about the overall wellbeing of our employees and offer a tuition benefit which provides tuition discounts for faculty/staff, children, and spouses on MBU courses.

Application Process

Interested candidates should send a cover letter, resume, and contact information for three references to Melissa Martin, mamartin@marybaldwin.edu. 

Mary Baldwin University values and celebrates diversity, is committed to equal opportunity, and does not discriminate on the basis of race, national or ethnic origin, gender identity, sexual orientation, age, disability, religion, or veteran’s status.