Admission Operations Assistant - Visit & Guest Relations - Bethel University

Bethel University has an opening for an outgoing, results-oriented professional to serve as Admission Operations Assistant - Visit & Guest Relations.

Success Factors: Candidates for this position should be focused, highly organized, self-motivated, detail oriented, adaptable to change, able to multitask efficiently and possess strong interpersonal communication skills. Spanish speaking ability is preferred but not required.

Essential Job Functions:

• VISIT PROGRAM-CAMPUS VISITS AND ADMISSIONS EVENTS: Work alongside the Admission Visit and Event Coordinator to ensure prospective students and groups are given a unique visit experience that provides a holistic and informed view of Bethel University. Communicate with prospective students and their families as needed via phone, text and email messages to plan a successful visit. Primary focus will be on individual visits, including the visit registration process, and details of the visit schedule utilizing the tools of the Admission CRM Slate, Outlook, and/or Google Sheets. Coordinate with BU campus coaches, faculty and staff to fulfill the requests for a personalized visit. The secondary focus in this area will be assisting as needed with all admission events and group visits.
• GOLF CART: Responsible for basic golf cart maintenance including water level and charging. Anything beyond this is subject to a maintenance request form that is then sent to the Physical Plant. Ensures the golf cart is brought to the Welcome Center when needed, due to weather or special accommodation request, and is then returned.
• CUSTOMER SERVICE: Greet and assist campus guests (both scheduled and walk-in visitors) and provide information regarding campus visits, application process, academic and extracurricular programs at Bethel. Responsible for preparing guest coffee and cookies prior to scheduled visits. Provide information regarding local area attractions, as well as directing guests to other offices on campus as needed. Quickly respond to phone inquiries, and transfer callers to the appropriate campus offices when necessary. Provide necessary solutions for customer care issues. Alert and notify staff of guest arrivals and any special needs. Manage the office email inbox by sorting incoming mail to the appropriate people within the office.

About Bethel University

The mission of Bethel University, affiliated with the Missionary Church denomination, is to be a community of learners building lives of commitment for leadership in the Church and world. Bethel's liberating academic programs challenge the mind, enlarge the vision, and equip the whole person for lifelong service.

Launched in 1947, Bethel is urban-situated in the northern Indiana region hosting 250,000 residents, seven colleges (including Notre Dame), the 2nd largest shopping district in the state of Indiana, 15,000 businesses, 50 parks, and beautiful riverwalk developments in South Bend and Mishawaka. Resort venues on Lake Michigan are 45 minutes away. The university community is composed of about 1,500 traditional and adult/graduate students from 35 states, 90 students born outside the United States, and 225 full-time employees. Bethel also hosts more than 8,000 guests annually to arts productions, 25,000 annually in conference services, and many thousands of community members in support of 40 national athletic championships.

Outside organizations recognize Bethel's quality: it is ranked as a Top Tier Midwestern College for 15 consecutive years by U.S. News & World Report; ranked No. 7 in the Midwest on the Washington Monthly "Best Bang for the Buck Colleges" list; No. 1 on Christian Universities Online 2016 list of "Top 50 Christian Colleges and Universities Exceeding Expectations." Bethel has also been named to Money Magazine's "Best Colleges for Your Money 2018" list.

Bethel's 20,000 alumni occupy 49 states and 64 world areas, and enjoy a medical school acceptance rate double the national average, 100% job placement rate in Nursing whose program was ranked No. 7 in the United States, a Top 4% finish nationally in competitive math performance tests, and 100% pass rate every year on the national performance standard for a unique academic major in American Sign Language.

Alumni professional achievements include the No. 1 rated School Superintendent in Indiana, the No. 1 rated School Principal in Indiana, a Top 1% pediatric surgeon in North America, the former Executive Director of the largest Youth for Christ district in the nation, the Chaplain of former President Barack Obama's childhood school, the lead in "South Pacific" off Broadway in Chicago, a laboratory director in sustainable energy, MLB All-Star Team representatives (Cleveland Indians Justin Masterson; MLB pitcher for the San Diego Padres Eric Stults), a senior Midwest manager for Blue Cross / Blue Shield, and among others the Ernst & Young Entrepreneur of the Year, Midwest Region, Don Clark.

Faculty accomplishments from Bethel include: an average of more than 100 scholarly presentations and performances each of the last five years, reaching every corner of the United States (California, Oregon, New York, Washington, D.C., Georgia, Texas, etc.) and across the globe (e.g. Kenya, Greece, Israel, Jamaica, France, etc.), including elite sites such as Oxford, Cambridge, Aberdeen, and Carnegie Hall. Academic disciplines are deepened by Bethel projects on suffering, shame, the logic of forgiveness, Islam, mentoring, culture shock, health care among the Amish, eating disorders, home births, monotone mathematical triangles, top predator conservation, adolescent readers, capitalism, gene segregation, Great Lakes fisheries, social-linguistic patterns among the LGBT deaf, deviance in American political allies, ecological imagination in American fiction, Russian education, Latino values and education, theater sound and stage design, leadership pressure, the ethics of a Library Bill of Rights, non-violent resistance, simulation learning in Nursing, Shakespeare, depression in cancer patients, race-based tension, art exhibits in every medium, choral and instrumental productions of great variety, and more.

In recent years, Bethel saw the strongest series of financial ratios in 25 years (as defined by the U.S. Department of Education), increased admissions visits by 60% and applications by 20%, doubled the number of fully online students and saw surges in programs like Math-Engineering (+24%), Christian Ministries (+53%), Biology (+118%), Kinesiology/Pre-Physical Therapy/Sport Management (+177%), and total Graduate Program increases of +47%. Students of color moved from 19% to 28% of the total population, with increases in retention and graduation rates.

Traditional college-age students now rank mentoring as one of the most prominent traits of the environment, seen in part by a shift from 5 in 10 to 7 in 10 residential students voluntarily engaged in small group or one-on-one coaching by faculty-staff, and through alumni surveys showing very high faith-integration retention after their Bethel years (e.g. understanding Biblical texts, feeling equipped for the essential questions of life, strong critical thinking skills, etc.).

Also during this time, $12M was applied to endowment, scholarships, and facility upgrades such as Academic Support Services Center, School of Nursing Simulation Lab, renewal of the largest lecture hall named for Brian & Paqui Kelly (Notre Dame head football coach), new entrances for the East campus and Athletic Park with three additional intramural fields, a new Softball stadium, and refreshed Weight Room, added a Kindergarten Lab School, refreshed Art Gallery, Acorn restaurant, Wi-Fi network and phone systems, and more.

Work culture at Bethel also thrives, now meeting or exceeding industry average scores on 47 of 55 variables annually tracked by Best Christian Workplaces, who surveys 15,000 workers in Christian organizations annually. The employee experience at Bethel now leads national norms, to a statistically significant difference, in commitment to excellence, an environment for creativity and innovation, solving problems through supervision, the habit of receiving and using input, and demonstrating spiritual gifts throughout the workplace.

Bethel University does not discriminate on the basis of race, color, age, sex, disability, national or ethnic origin in employment opportunities, in keeping with applicable state and federal laws. In keeping with the mission of the institution, Bethel University seeks applicants with a strong commitment to the values and lifestyle of evangelical Christianity and who profess a personal relationship with Jesus Christ. As a Christian institution, we require faculty and staff to adhere to the University's Lifestyle Covenant and to enforce a religiously based statement of responsibilities for all University employees. Women and minorities are encouraged to apply. Bethel University, as an educational institution operating under the auspices of the Missionary Church, reserves the right to prefer employees on the basis of religion (Title VII, Sections 702-703, United States Civil Rights Act of 1964 as amended).

• STUDENT WORKERS: Assist in the supervision of student workers serving as campus guides and Blue Crew. Ensure the training is up to date on front desk procedures for student workers as necessary.
• CAMPUS COMMUNICATION: Notify other Bethel faculty, staff, and students of weekly visitors by communicating with Student Life and/or other necessary parties. Coordinate with BU campus coaches, faculty and staff to fulfill the requests for a personalized visit.
• ADMISSION OPERATIONS: Support the operations team with data entry assistance as needed, which may include processing inquiry data and visit information during seasonal busy periods. Daily management of the Admission Email Inbox. Daily processing of application documents as assigned. Other records maintenance duties may include scanning, copying, printing and filing. Maintains an understanding of the Slate CRM system. Ability to utilize Slate to assist in answering questions on a call or with data cleanup within the Operations team. Willingness to assist the remainder of the Operations team as needed.
• KNOWLEDGE BASE: Stay abreast of campus and community news, specifically in regards to questions visitors or callers may have.
• SPIRITUAL DEVELOPMENT: Encourage the spiritual growth, development and care for self and colleagues.

Performance Expectations

• Communicates clearly and accurately
• Adheres to established protocols and procedures
• Take initiative and have the ability to handle multiple tasks without supervision
• Attention to detail to ensure the smaller requests of guests don't go unnoticed, and maintains this detail for data accuracy and validity
• Take direction and work well with others and independently
• Work under the stress of deadlines while balancing multiple obligations and use available time/resources effectively to fulfill commitments
• Contribute quality and dependable work performance with thoroughness and accuracy
• Productively adapt to change, as well as unexpected situations
• Maintain a high level of confidentiality
• Foster open communication and encourage positive work relationships
• Encourage colleagues and promote high morale by having a positive attitude
• Remain familiar about staff/faculty/coach availability/preference for visits as well as up to date on campus happenings including student, fine art, and athletic events.
• Cultivate positive relationships between and among the campus community and outside constituencies as appropriate
• Demonstrate ability to work with a wide variety of people and personalities
• Fully participate in and contribute to the accomplishments of office missions and goals
• Team-oriented mindset with a willingness to assist Operations
• Willingness and ability to problem-solve within the Slate CRM
• Respectfully resolves conflict
• Complete other tasks as assigned
• Process student information in accordance with FERPA regulations
• Model a committed Christian lifestyle per the University's Covenant of Lifestyle in the HR Manual.
• Function with honesty and integrity regarding tasks and interpersonal relations based upon professional standards established by NACCAP and NACAC