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Coordinator, Visitor Experience

2 weeks ago

Toronto, Ontario, Canada OCAD University Full time

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.

Reporting to the Manager, Student Recruitment and the Manager, Undergraduate Admissions, the Coordinator, Visitor Experience & Special Events leads online and in-person front-of-house and special event support for the Admissions & Recruitment office. The Coordinator ensures visitors, applicants and new students receive accurate and timely information about applying to and attending OCAD University (OCAD U). The Coordinator works closely with team members and campus partners to create a supportive and welcoming environment to ensure visitors have the best experience when on campus or attending special events.

This position is eligible for hybrid work arrangements; however, a minimum of four days per week of on-campus work is required, with flexibility to adjust on-campus days and hours to meet department needs. Occasional evening and weekend work will be required, with shift premiums applied in accordance with the Collective Agreement. All flexibility and scheduling provisions are subject to the terms outlined in the Collective Agreement.

Summary of Responsibilities:

Welcome Centre Operations

  • Working with Admissions & Recruitment staff and leading a team of students, coordinate frontline support for the Admissions & Recruitment office, including responding to or redirecting telephone/email inquiries from prospective students, parent(s)/guardian(s), guidance counsellors, teachers, and the general public
  • Lead the recruitment of student monitors (i.e., student tour guides) and provide/facilitate relevant training on important tour information and best practices (e.g. health and safety, AODA, etc.)
  • Plan drop-in and scheduled on-campus tours, oversee the booking system and ensure tours are staffed appropriately with student monitors (i.e., student tour guides); ensure the office and other on-campus events are staffed with student support as appropriate
  • Work with on-campus partners (e.g. Facilities & Studio Services) to create a welcoming and informed experience for visitors; in consultation with the Admissions & Recruitment team
  • Implement process improvement to create better experiences for guests on campus and at events (i.e. reception inefficiencies, email/phone response times, in-person reception, campus tours etc.)
  • Maintain a tidy and welcoming Welcome Centre to ensure a pleasant experience, including furniture and table arrangement, and print materials
  • Perform administrative duties such as processing and distributing incoming/outgoing mail, booking rooms, ordering office supplies, preparing work order requests, and track walk-ins

Admissions Experience

  • Coordinate, schedule, and staff online info sessions including Meet-a-Student sessions, 1:1 advising appointments, and other online info sessions as required
  • Respond to applicant inquiries regarding admission requirements, application process, and applicants' status using student information systems (Slate, Colleague, etc.) and triage as needed
  • Support the Admissions team and Office of the Registrar with new first year students' registration assistance as needed
  • Refer applicants to transition programming available to incoming students through other OCAD U departments (i.e. Campus Life, Centre for Learning and Teaching, Registrar's Office, Student Accessibility Services, etc.)

Recruitment Experience

  • Plan and coordinate major events with the Admissions & Recruitment team such as Open House, National Portfolio Day and other events as required
  • Support the Recruitment and Admissions team with portfolio reviews as needed

General Responsibilities

  • Contribute to the development of diversity, equity, inclusivity, and accessibility (DEIA) strategies throughout all programs, services and communications
  • Assist the Manager, Student Recruitment, Manager, Undergraduate Admissions, and other Admissions & Recruitment staff in other related duties contributing to the successful operation of the Admissions & Recruitment office

Qualifications:

  • Post-secondary degree in art & design, or equivalent
  • Minimum of two (2) years of administrative work experience, preferably in a post-secondary educational institution
  • Willing and able to work evenings and weekends as required
  • Knowledge of Ontario, Canadian and International Secondary School curriculum
  • Demonstrated experience in initiating process improvement projects related to customer experience
  • Experience with CRM and/or event registration systems an asset
  • Demonstrated strength in customer service, and the ability to exercise professionalism in dealing with people
  • Excellent interpersonal, communication, and organizational skills
  • Demonstrated experience and comfort with public speaking and presentations
  • An interest in building relationships with prospective students coming from diverse backgrounds
  • Demonstrated attention to detail and the ability to prioritize tasks and meet deadlines
  • Ability to work independently and participate collaboratively in a team environment
  • Ability to understand and adapt to multiple priorities, processes, and workflows
  • Demonstrated commitment to the principles of equity and diversity and experience promoting a respectful work and learning environment for students, staff and faculty
  • Working knowledge of all Microsoft applications; familiarity with database applications an asset

Compensation: OPSEU Unit 1, Appendix A, Grade A3; $27.56 to $35.76 per hour

Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a temporary contract expected to continue until May 29, 2026.

Mode of Work: Hybrid Model with 4 days per week on campus.

Interested internal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicants are invited to submit an updated *resume and cover letter (PDF) , no later than Thursday December 4th, 2025.

  • Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U's Policy of Accommodation in Employment for Persons with Disabilities.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.