Admissions Special Programs Coordinator

Position Summary The ideal candidate will join a vibrant educational community, and have a desire and ability to serve a population of students with various needs and backgrounds. The Admissions Special Programs Coordinator serves as the primary engagement, project-based, and front-of-house operational coordinator for the Office of Admissions, ensuring smooth daily operations and a welcoming, engaging, and efficient experience for MassBay students, prospective students, and visitors. This position coordinates office logistics, budget coordination, student employee supervision, and front-line communications while also providing general admissions counseling to visitors and operational support to the department during peak processing and event periods. Key Responsibilities and Duties: Admissions Resources & Front-Line Service

• Provide and distribute information to current and prospective students and families via in-person, phone, and email interactions;
• Utilize multiple platforms on a daily basis, including, but not limited to Microsoft360, PeopleSoft, Slate, Docuware, AMSA Safe;
• Serve as a primary point of contact for student and visitor inquiries, ensuring accurate and consistent information;
• Answer and triage incoming phone calls and email inquiries, distributing communications to appropriate admissions staff members;
• Learn, implement, and support the use of technology platforms utilized by the Office of Admissions, including assisting with onboarding and training of staff and peer professionals on new tools and processes;
• Ensure the physical space of the office is welcoming, organized, and functional. Student Employee Supervision
• Recruit, train, schedule, supervise, and support student employees;
• Plan and implement training activities;
• Assign, organize, and monitor student employee duties to ensure timely and accurate completion of tasks;
• Provide ongoing coaching, performance feedback, and support to student staff;
• Conduct regular staff meetings with student employees. Events & Outreach Support
• Assist with planning, organizing, and executing admissions events, including campus visits, open houses, and recruitment programs;
• Coordinate front-of-house logistics for events, including staffing, materials, and visitor flow;
• Attend college-related events and represent the college and the Office of Admissions at internal and external events as needed;
• Collaborate with the Director of Admissions Recruitment to plan and execute on campus and virtual on campus events and tours. Office Operations & Budget Management
• Assist with the admissions office operating budget, including tracking expenditures, reconciling accounts, and coordinating purchasing and payments;
• Coordinate daily work activities related to office operations to ensure efficient workflow and consistent coverage;
• Develop and manage the physical office schedule, including staff and student employee coverage for front-of-house services;
• Ensure departmental spending is on track for part-time, seasonal, and student employees. Document Processing & Peak Period Support
• Assist with admissions document processing during peak application and enrollment periods;
• Support data entry, file management, and application processing as needed to maintain service standards and deadlines;
• Distributes documentation and retains and processes records as appropriate. Communication & Collaboration
• Serve as a liaison between admissions staff, student employees, and campus partners to ensure smooth information flow;
• Distribute communications and inquiries to appropriate staff members and follow up as needed to ensure timely responses;
• Facilitate internal and external communications for the Office of Admissions, including updates to webpages, brochures, promotion of services and events, and dissemination of information to faculty, staff, and students;
• Participate in meetings and professional development activities and maintain a working knowledge of assigned areas;
• Other duties as assigned.