Southwestern University, located in Georgetown has an immediate opening for a Visitors Relations Assistant. This position is responsible for helping create a welcoming environment for students and parents visiting the Enrollment Services Office, particularly the Admission and Financial Aid departments. This includes presenting materials and verbally informing visitors about the application process, scholarship opportunities, degree programs, and extracurricular activities at Southwestern University. The role also involves managing visitor coordination, assisting with event preparation, maintaining accurate data in internal systems, and providing administrative support to the Enrollment Services division as needed, while ensuring smooth communication across departments and supporting the institution’s mission and image. This is a full-time, fully benefited, non-exempt position who reports to the Director of Transfer Recruitment.

Primary Duties:

• Serve as the primary point of contact and greeter at the Welcome Center.
• Check-in student guests, families, and tour groups upon arrival.
• Prepare visitor packets and provide relevant materials to all visitors based on the purpose of their visit.
• Check-in current students attending financial aid meetings and liaise with staff on their arrival.
• Ensure all visitors are informed of parking and campus protocols.
• Maintain the Welcome Center lobby screen, keeping it updated with guest names for the day, week, or event.
• Keep the reception area stocked with current informational materials.
• Set-up and monitor beverage and snack stations throughout the day, including making coffee, restocking perishables and water, and replenishing snacks as needed.
• Ensure functionality of indoor and outdoor security cameras, monitoring entrance activity for safety.
• Open and distribute mail for the Enrollment Services division.
• Scan and upload all transcripts, documents, and checks, and route physical copies in a timely manner.
• Hire, train, and supervise front desk student employees and monitor student ambassadors.
• Stay current and familiar with admission and financial aid policies and procedures.
• Make updates to records within our Customer Relationship Management system (Slate).
• Assist in the preparation of supporting materials for on- and off-campus events such as name tags, table tags, and class selections, while reviewing data for accuracy.
• Assist with answering and routing phone calls daily.
• Email professors regarding upcoming student visits to class/meetings.
• Assist the campus visitation coordinator with various projects.
• Provide assistance to the Admission and Financial Aid teams when needed and serve as a backup when appropriate.
• Route visitors to offices and buildings on campus.
• Lock/unlock entrance doors daily.
• Coordinate building needs/repairs with Facilities Management.
• Set up and take down tables and arrange furniture in the Conference Room, as needed.
• Assist with scheduling of visits and interviews.
• Serve as backup to other positions, when needed.
• Oversee material requests and follow up on return mail.
• Work with all campus departments to support the image and mission of Southwestern.
• Perform other duties as assigned.

Position Requirements:

• High school diploma or equivalent.
• Minimum of one (1) year of clerical or office experience.
• Proficiency in basic spelling, grammar, punctuation, and proofreading.
• Experience or ability to learn and utilize various software, including Google Docs, Word, Excel, Slate, Colleague, LiveWhale, RingCentral, and Homebase.
• Ability to manage calendars, travel, meetings, and related activities effectively.
• Commitment to providing outstanding customer service, including strong telephone etiquette and active listening skills.
• Ability to handle multiple tasks and pay close attention to detail.
• Flexibility in adapting to changing priorities.
• Strong verbal and written communication skills.
• Efficient conflict resolution and problem-solving skills.
• Strong organizational skills, including the ability to accurately file documents both alphabetically and numerically.
• Ability to demonstrate tact, diplomacy, sensitivity, and maintain confidentiality.
• Physical ability to sit for extended periods and perform tasks requiring bending, twisting, standing, kneeling, pushing/pulling, and lifting items as needed.
• Ability to work effectively with individuals from diverse cultural backgrounds and perspectives.
• Ability to develop an understanding of and appreciation for cultural differences and diversity, fostering an inclusive environment within the campus and community.
• Ability to read, understand, and follow written and verbal instructions.
• Ability to maintain consistent attendance and adhere to a regular work schedule.
• Ability to hear, see, and speak with all who interact with this position, with or without reasonable accommodation.

Preferred Requirements:

• Administrative assistant/secretarial/trade school or some college education.
• Three years office/clerical experience.
• Experience working in a college/university environment.

Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, paid holidays, vacation, sick leave, under graduate tuition assistance for yourself and your dependents, access to athletic facilities, free parking and discounted meal rates. Southwestern University is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education. Southwestern University is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditionally under-represented in academia. For information concerning the University, visit our Web site at www.southwestern.edu.

To apply: The University will only accept application materials through Interfolio at apply.interfolio.com/161889. Interested persons must submit a letter of interest, resume, the name and contact information of three professional references. Email and paper applications will not be accepted. Only completed applications will be reviewed by the Search Committee. The Committee will review all completed applications until the position is filled. All offers of employment are contingent on successful completion of the University’s Background Check Policy process. Southwestern University is an E-Verify employer. EOE/M/F

Inclusion is the deliberate effort to create an environment in which people from all backgrounds* are not only included but welcomed, valued, respected, considered, and supported within our community. People from marginalized (i.e., devalued) and/or minoritized (i.e, underrepresented) groups are heard, seen, respected and accepted in all aspects of our community. Southwestern University is committed to inclusive excellence that provides access and support, enables participation, and removes barriers so that all people within our community are empowered and can thrive in a campus that is welcoming and validating.

*including but not limited to people of color (race, ethnicity, nationality), sex, sexual identity, gender identity, age, physical and mental disabilities, socioeconomic status, religion, immigrants, and the intersection of these identities.

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report— Southwestern University Annual Safety and Fire Report is available online at https://www.southwestern.edu/life-at-southwestern/safety-security/annual-security-reports/ containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 512-863-1435.