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Admission Operation Specialist/ Coordinator of Events

Wheaton College

Wheaton, IL

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Artificial Intelligence (AI), Brand Marketing (Branding), Catering Services, Communication Skills, Compensation and Benefits, Computer Skills, Continuous Improvement, Contract Management, Cross-Functional, Customer Support/Service, Data Entry, Detail Oriented, Disease, Diversity, Employee Retention, Establish Priorities, Event Management, Genetics, Healthcare Providers, High School Diploma, Interpersonal Skills, Leadership, Logistics, Logistics Management, Manual Dexterity, Marketing Communications, Materials Tracking, Microsoft Office, Multitasking, Negotiation Skills, Office Equipment, Office Suites, On Call, Operational Strategy, Operational Support, Operations Management, Organizational Skills, Physical Demands, Presentation/Verbal Skills, Production Support, Project/Program Coordination, Project/Program Management, Public Health, Software Administration, Team Player, Telephone Skills, Time Management, Vaccination, Writing Skills
LOCATION
Wheaton, IL
POSTED
1 day ago
Posting Details

Posting Details

Posting Number:
0601273

Position Title:
Admission Operation Specialist/ Coordinator of Events

FLSA:
Non-Exempt

Job Type:
Full-Time

Staff Term:
12 Months

Staff Work Schedule (hours/dates):
Monday - Friday, 8:30 a.m. - 4:30 p.m.

Academic Year Schedule (dates):

Faculty Term:

Position Type:
Staff

Department:
Admissions

Job Summary/Basic Function:

Wheaton College is seeking a full-time Admission Operation Specialist/ Coordinator of Events who will report to the Director of Admission.

The incumbent serves as a key member of the Office of Admission operations team, providing administrative and operational support for recruitment programming, event logistics, and college fair participation. This role assists with the preparation, coordination, and follow-up of both in-person and virtual admission events, while supporting daily office operations that contribute to prospective student engagement and enrollment efforts. The position requires strong organizational skills, attention to detail, effective communication, and the ability to collaborate across departments in a fast-paced environment.

Event Planning and Management:

  • Serve as project manager and operations contact for on-campus and virtual Admission events, including but not limited to: Welcome to Wheaton Day, Open Houses, Preview Days, Overnight Programs, Counselor Events, Orientation registration, and special weekend programs.
  • Manage event logistics including space reservations, technology and media services, catering, signage, accessibility needs, registration processes, and collaborates with program leads on staffing coordination.
  • Coordinate with campus partners and external vendors to secure services and materials, ensuring timely communication, contract management, and event setup.
  • Collaborates with program coordinator to create, edit, and produce event materials such as agendas, signage, and print/digital collateral.
  • Coordinate with Marketing & Communications by sharing event details and updates to support the timely production of printed and digital materials that align with institutional branding standards.
  • Create and maintain detailed planning timelines, task lists, event templates, and post-event evaluations to support continuous improvement.
Operations and Administrative Support:
  • Provide operational and administrative support for college fair activities, including assisting with registration tracking, materials coordination, lead uploads, and maintenance of fair data within Slate.
  • Provide cross-functional operational support including processing of applications and related materials, transcript review, standardized testing entry, data imports, and updating counselor databases.
  • Serve as a backup for front desk and phone coverage; support general office needs including greeting guests, answering inquiries, and supporting student workers.
  • Respond in a timely and professional manner to all general inquiries from prospective students and parents, as well as school officials, related to Wheaton's application process.
  • Provide routine administrative support to Admission Officers that might include mailings and promotion (mail and email) of travel events, and support for various special events and projects as needed.
OTHER DUTIES AND RESPONSIBILITIES:
  • Provide on-going support to counselor(s) during travel and reading season through the admission buddy program.
  • Support Student Employment Supervisor, serving as a back-up in the coordinator's absence to handle student employment related issues/inquiries.
  • Work on designated Saturdays, in rotation with other staff, as needed. Represent Wheaton during weekend and evening admission programs. Work one day during the College Holiday Break, as needed. Be available (on-call) for possible weekend work during key peak periods.
  • Perform other related duties as required or assigned by the Director of Admission.
  • Explore ways to utilize technology to make the office operations more efficient and effective.
Minimum Qualifications:
  • High school diploma required; Bachelor's degree preferred.
  • At minimum, duties require knowledge of administrative skills equivalent to the completion of a Bachelor's degree and one to three years of related experience; or the equivalent combination of education and experience.
Preferred Qualifications:
  • Working knowledge of current office procedures, practices, and technology software and systems, as well as a demonstrated record of using technology, including AI, to improve efficiency.
  • Proficiency with computers required, and experience and with databases and productivity applications (e.g. Microsoft Office Suite, Slate, Banner, Google Office Suite, and Qualtrics) strongly desired.
  • Ability to work independently while operating effectively within a team in a fast-paced, customer service environment with patience; flexibility; a positive attitude; and strong organizational, interpersonal, diplomatic, negotiation, leadership, customer service skills.
  • Eagerness to assume new responsibilities.
  • A high level of energy and a can-do attitude.
  • Possess diplomacy, tact, and knowledge of College-wide operations.
  • Sound judgment, and a clear understanding of and discretion, with the handling of personal and confidential information is essential.
  • Excellent organizational, interpersonal, customer service, and written and oral communication skills, as well as accuracy and attention to detail are strongly desired.
  • Willingness and ability to prioritize and manage multiple tasks against tight deadlines, serving as a close collaborator with teammates in the division and across campus, and work in an office with a high level of customer service is expected.
  • Demonstrated commitment to supporting diversity, equity and inclusion is essential.
Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The starting hourly rate for this position is $24/hr.

The actual salary offered will be commensurate with the qualifications, education and experience of the candidate hired.

Physical Demands
  • Standard office environment, not subject to extremes in temperature, noise, odors, etc.
  • May spend extended periods at the terminal, on the telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
  • Regular interruptions to assist staff, faculty, and students.
  • May require bending, lifting and carrying of mailing materials and office supplies.


ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:
03/11/2026

Closing Date:

Open Until Filled
Yes

Contact(s):

Office of Human Resources

Contact Phone/Extension:
508-286-8206

Contact Email:
careers@wheatoncollege.edu

Contact Fax

Special Instructions to Candidates:

The federal government and the state of Massachusetts have made the decision to end the COVID-19 public health emergency. Effective June 1, 2023, the college will no longer require COVID-19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID-19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID-19, as well as influenza and other diseases.

About the Company

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Wheaton College