Job Listings

Program Coordinator - Visitors Center

West Virginia University
Job Location:
Morgantown, West Virginia
Other Administrative Positions

The Visitors Center at West Virginia University is seeking applications for a Program Coordinator. This position covers the broad nature of the Visitors Center recruitment, outreach and program management functions. Under the direction of the Visitors Center Assistant Director, this position will plan and implement a student recruitment program designed to increase enrollment and improve overall recruitment strategies. This position will manage all tour scheduling functions and appointment scheduling using the TargetX CRM. Responsibilities also include program management and development of the Tour Guide Training program ensuring students are well equipped to operate independently and inline with university messaging and procedures. This position supervises one graduate assistant or temporary workers and serves as secondary supervisor of all student workers. This position is an integral part of the Visitors Center team and University Relations. 

In order to be successful in this position, the ideal candidate will:

  • Recruitment and Outreach:
    • Manage recruitment and outreach activities of prospective students visiting campus from the point a prospective student inquiries about visiting through the application processes.
    • Coordinate all aspects of the campus visit experience to ensure that visitors leave WVU with a positive, comprehensive impression of the university's academic, social, and co-curricular offerings, prompting them to apply to WVU.
    • Manage individual student visit experiences with academic department visits, classroom visits, meetings with faculty and other individual activities for prospective students. Coordinates logistics of multiple request across campus anticipating student/customer needs/requests and prepares accordingly.
    • Analyze student data to plan and implement strategic recruitment initiatives to increase enrollment. 
    • Attend staff trainings and weekly staff meetings with Undergraduate Recruitment.
    • Attend all Visitors Center staff meetings and maintain regular contact with Director for general updates on activities, reports, etc.
    • Responsible for delivering an admissions presentation to prospective students and families, as needed.
    • Conduct one-on-one admissions meetings for interested students and their families, as requested. Professionally represent WVU to prospective students, parents, and other constituents. Counsel students and families about academic programs, admissions requirements, housing, financial aid, and student life at WVU.
    • Engage with visitors prior to the visit, during the visit, and in follow up communications about where they are in the process with application, housing, financial aid, and deposits. Assists prospective student visitors in completing an application, paying academic and housing deposits, completing a housing application, and registering for New Student Orientation. This can also include registering prospective students for tours and academic appointments.
    • Assist with recruiting events including Discover WVU, Decide WVU, Admitted Student Days, New Student Orientation, high ability events, and Junior Preview Week.
    • Staff the Visitors Center when needed, handling walk-in, check-in, and telephone inquiries providing excellent customer service.
    • Oversee communications for campus visits that includes confirmation messages, registration and follow-up communications that are facilitated via Target X, the institution-wide CRM and the WVU Visit and Tour WVU vanity accounts.
    • Attend on-campus training events to stay up-to-date on all components pertinent to student recruitment, including admissions, financial aid, event and messaging workshops.
    • Serve on and participate in various University committees and meetings involved in planning and evaluation of recruitment and enrollment management issues.
    • Assists with other projects and assignments at the request of the Assistant Director.
  • Staff Management/Development/Supervision:
    • Supervise one graduate assistant responsible for student development initatives or temporary workers. Assigns duties and responsibilities as well as monitors and evaluates work functions related to student development. This includes hiring, training, and evaluating graduate student work. Keeps Assistant Director informed of their activities. 
    • Assist with training graduate students to provide the weekly graduate student tour. This includes training, monitoring progress, and evaluating tours.
    • Work with various constituents including academic colleges to ensure that the Visitors Center staff is up to date on current practices and information.
    • Assist in interviewing/selecting tour leaders and helps manage the ongoing evaluation of staff to include tour shadowing and tour certification.
    • Serve as secondary supervisor of all student tour leaders, graduate assistants, and other staff as assigned.
    • Travel, when needed, to recruitment events and professional development conferences.
    • Maintain Visitors Center office supplies and beverage and refreshment needs, keeping quantities appropriately stocked and managing payment with vendors. 
    • Plan, coordinate, manage, and evaluate all aspects of tour guide training program.
    • Oversee training development and analyzes tour guide progress on a consistent basis.
    • Work jointly with Marketing Strategist and University Relations Editors to ensure that all tour copy is up to date with the latest facts, figures and messaging dictated by the university.
    • Regularly monitor qualitative feedback and surveys regarding visit experience and makes appropriate change to tour copy when necessary.
    • Coordinats management of academic department appointment program on behalf of the Visitors Center.
    • Distribute department point of contact information to Visitors Center staff while ensuring that website content is up to date and reflective of department availability.
    • Provide monthly reporting to department contacts, Assistant Director and Director via Target X to track impact of department visit experience.
  • Bachelor's degree in communications, marketing, public relations, hospitality and tourism, advertising, business or other related fields.
  • Two (2) years of experience in college admission counseling, sales, marketing, public relations, event planning and/or other related fields.
  • Ability to relate to concerns of prospective students and parents and the ability to counsel them on those concerns.
  • Ability to pay attention to details and follow through on projects and tasks.
  • Extensive knowledge of customer service principles.
  • Ability to supervise, mentor, and motivate staff.
  • Demonstrated excellent oral and written communication skills are required in order to advise and counsel students, parents, and high school counselors regarding WVU admission requirements and to communicate attributes of programs, and services offered.
  • Demonstrated understanding of the undergraduate curricular and co-curricular experience at WVU or another major, public institution of higher education located in a college town environment.
  • Demonstrated commitment to social justice.
  • Ability to facilitate equal access to a WVU education to all interested students.
  • Must exhibit professional behavior and image at all times to best represent WVU to our constituents.
  • Ability to rapidly learn WVU admission requirements, basic housing and financial aid requirements and regulations.
  • Ability to operate a motor vehicle.
  • Physical capability to transport materials weighing an average of 25-40 pounds.
  • Ability to gather and analyze statistical data and generate reports.
  • Ability to plan, develop, and coordinate a program
  • Ability to speak clearly and present information in an understandable and positive manner.
  • Establish and maintain effective relationships and deal tactfully with other University units, departments, colleagues, visitors, students, parents, counselors and other constituents.
  • Willingness to work nights and weekends at various times throughout the year and travel as needed.


  • Valid drivers license. 
  • Must pass a credit check to qualify for a university travel and procurement card.

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position. 

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

To learn more about West Virginia University, visit View current career opportunities at

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting: Sep 9, 2021

Posting Classification: Non-Classified

Exemption Status: Exempt

Benefits Eligible: Yes
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