Admissions Hospitality Assistant - part time

Admissions Hospitality Assistant - part time

Position Type Staff

Employee Group Staff

Time Status Part-Time

Time Category Part Time (1000-1559 hours)

Annual Hours 1040

# of Months 12

Hours Per Week 20 (Mon.-Fri. from 1pm - 5pm)

Work Dates

July 1 - June 30

Campus Main Campus (Grantham)

Position Description

Position Summary

The Admissions Hospitality Assistant plays a vital role in creating a warm and engaging experience for prospective students and their families. This position is responsible for coordinating campus visits and events, providing front-desk support, and managing key administrative tasks to ensure smooth daily operations. With a focus on hospitality and customer service, the Admissions Hospitality Assistant fosters a welcoming environment while supporting the broader goals of the Office of Undergraduate Admissions. This role requires strong organizational skills, attention to detail, and the ability to thrive in a fast-paced, dynamic setting.

Education Required

High school diploma.

Education Preferred

Associate's or Bachelor's degree in hospitality management, business administration, communications, or a related field.

Experience Required

At least one year of experience in customer service, hospitality, administrative support, or event coordination.

Experience handling front-desk responsibilities, answering phones, and managing schedules.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) and ability to learn new software quickly.

Experience Preferred

Two or more years of experience in an admissions office, higher education setting, or hospitality/customer service role.

Experience coordinating campus visits, events, or scheduling appointments in a professional setting.

Familiarity with CRM systems, database management, and event scheduling software.

Experience supervising or training student workers or part-time staff.

Bilingual in English and Spanish

Skills, Characteristics Required for Position

Hospitality & Customer Service

Strong interpersonal skills with the ability to create a welcoming and professional environment

Excellent verbal and written communication skills for empathetic engagement with prospective students, families, and campus partners

Ability to handle visitor inquiries with professionalism, accuracy, and enthusiasm

High level of cultural competency and ability to engage with diverse populations

Friendly and approachable demeanor with a commitment to exceptional customer service

Organizational & Administrative

Exceptional attention to detail and ability to manage multiple tasks simultaneously

Strong organizational and time-management skills to coordinate visits, events, and office operations efficiently

Ability to maintain accurate records and documentation related to scheduling, mail processing, and administrative tasks

Proficiency in proofreading and editing outward-facing materials to ensure professionalism and accuracy

Event & Visit Coordination

Experience in project planning, logistics, and execution

Ability to coordinate multiple schedules and appointments for campus visits, scholarship event days, and group visits

Strong problem-solving skills to anticipate and address logistical challenges

Ability to communicate effectively across departments and with diverse constituencies

Technical & Digital Proficiency

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)

Familiarity with CRM systems, database management, and event scheduling software (or ability to learn quickly)

Ability to update and maintain web content related to visit and event programs

Teamwork & Leadership

Strong collaboration skills to work effectively with Admissions staff, student workers, and campus partners

Ability to train, manage, and delegate tasks to student workers supporting visit operations

Flexibility and adaptability to support a dynamic and fast-paced office environment

Proactive problem-solving mindset, with the ability to take initiative and improve office processes

Professionalism & Reliability

Dependability and punctuality, ensuring consistent office operations and visitor experience

Ability to maintain confidentiality and handle sensitive information with discretion

Commitment to upholding institutional values and representing the university positively

Strong work ethic and willingness to go above and beyond to support Admissions goals

Special Working Conditions

Some UPS packages may require light lifting of boxed materials (20 lbs.).

Driving Requirements

N/A

Essential Employee N/A

Primary Duties

Hospitality & Front Desk Management

Serve as a point of contact for visitors, ensuring a warm, professional, and engaging experience

Manage and maintain a high-quality guest reception area, ensuring it is clean, organized, and stocked with up-to-date informational materials and refreshments

Efficiently handle incoming phone calls and inquiries, providing accurate information, routing calls appropriately, and serving as an initial touchpoint for prospective students and families

Oversee and coordinate daily mail processing and supply orders, ensuring timely distribution and efficient office operations

Campus Visits & Event Support

Assist in scheduling, coordinating, and tracking prospective student visits

Provide administrative and logistical support for all visits and events

Manage the scheduling and coordination of all specialty appointments for eight scholarship event days, ensuring seamless communication and collaboration with the Director of Admissions Hospitality, Assistant Director of Admissions, Events, and designated scholarship liaisons

Oversee campus partner appointment scheduling for visit and event days

Review, proofread, and refine outward-facing materials related to visits and events, ensuring consistency, professionalism, and alignment with institutional branding

Assist with managing student worker office assignments and delegating tasks effectively as related to visit operations and preparations for events

Assist in group visit planning and maintain group visit documentation

Admissions Office Administration

Maintain and manage the master daily schedule for Admissions team members, proactively scheduling appointments, tracking out-of-office and recruitment travel schedules, and ensuring optimal office coverage

Monitor office equipment and supply needs, placing orders as necessary

Provide high-level administrative support to the Admissions and Enrollment Technology, and Communications teams, assisting with data entry, project coordination, and special initiatives

Maintain consistent and reliable attendance, acting as critical support for front-office operations

Other Administrative & Operational Support

Assist the Executive Assistant for Enrollment Management with VISA approvals (specifically during fall travel) and other administrative tasks

Maintain and reorder staff business cards as needed

Manage room reservations for Enrollment Management staff and events, serving as the primary contact for PAWC 310 room requests and maintaining an organized scheduling system

Secondary Duties

Assist the Executive Assistant for Enrollment Management with VISA approvals (specifically during fall travel) and other administrative tasks

Maintain and reorder staff business cards as needed

Manage room reservations for Enrollment Management staff and events, serving as the primary contact for PAWC 310 room requests and maintaining an organized scheduling system

Supervises: # of Administrative 0

Supervises: # of Staff 0

Supervises: # of Student 0

Posting Date 04/08/2025

Open Until Filled Yes

Application Deadline

Diversity

Messiah University's commitment to diversity and inclusive excellence draws inspiration from its mission to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society. The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

Cover Letter/Letter of Interest

Resume

Optional Documents