Recruiting Operations Assistant Jobs in Naperville, IL

The Student Operations Assistant serves as a welcoming first point of contact for prospective students, families, and visitors to the Office of Admission. This position provides the operations team with front desk support, assists with campus visit experiences, and supports admission events and daily office operations while delivering exceptional customer service. This student employment opportunity supports the development of skills aligned with the National Association of Colleges and Employers (NACE) Career Readiness Competencies. Through this role, students will strengthen the following competencies:

• Communication: Students build communication skills by practicing clear, respectful, and professional verbal, written, and interpersonal communication in a workplace setting.
• Critical Thinking: Students build critical thinking skills by applying judgment, solving problems, prioritizing tasks, maintaining accuracy, and using feedback to improve their work.
• Professionalism: Students build professionalism by practicing dependability, accountability, confidentiality when applicable, workplace etiquette, and respectful service in a workplace setting.
• Technology: Students build technology skills by using department systems, software, digital tools, equipment, or university platforms to complete tasks accurately and efficiently.

Essential duties and responsibilities include:

1. Welcome and check in prospective students, families, and other visitors to the Office of Admission; confirm the purpose of the visit and notify the appropriate staff member of the guest's arrival.
2. Prepare and provide admission visit materials, including visit folders and IQ cards, ensuring that materials are complete, accurate, and ready before scheduled appointments.
3. Set up and monitor admission presentation videos and related equipment for campus visitors; report technical issues to staff and help keep the presentation area ready for use.
4. Provide basic hospitality to visiting guests, including offering water or other available refreshments and maintaining a welcoming, organized reception and waiting area.
5. Make reminder calls to registered visitors using approved information and talking points; confirm visit details, document relevant updates, and direct questions that require staff assistance.
6. Create visitor parking signs and digital carousel signage for scheduled campus visits, verifying names, dates, times, and other visit information before display.
7. Answer and direct incoming telephone calls in a professional and courteous manner; provide approved general information, take accurate messages, and route callers to the appropriate office or staff member.
8. Assist walk-in visitors by providing directions to campus offices, contacting Admission Counselors when appropriate, and escalating questions or situations outside the scope of the student role.
9. Monitor, count, organize, and replenish office, visit, mailing, and event supplies; update inventory information when requested and alert staff when materials are low, missing, or damaged.
10. Support the planning and execution of Fall and Spring Open Houses and other recruitment programs by preparing materials, assembling supplies, setting up spaces, checking in guests, providing directions, assisting attendees, and completing assigned event-day responsibilities.
11. Complete pre-event and post-event tasks, which may include preparing registration materials, organizing name tags or folders, distributing materials, restoring spaces, reconciling unused supplies, and assisting with follow-up activities.
12. Assist with special admission projects, including clerical or logistical support for admission marketing and social media initiatives, under the direction and review of Admission staff.
13. Complete campus tour-guide cross-training and provide or assist with campus tours as needed, using approved tour content, sharing an appropriate student perspective, and referring questions beyond the student's knowledge to Admission staff.
14. Prepare and distribute admission mailings and recruitment materials by printing, labeling, assembling, quality-checking, sorting, and preparing items for postal or campus delivery.
15. Perform assigned data entry and record-maintenance tasks in Slate CRM, following documented procedures and reviewing entries for accuracy and completeness; report missing, unclear, or conflicting information to a supervisor.
16. Protect applicant, student, and University information by following FERPA, departmental confidentiality practices, technology-security expectations, and all applicable University policies.
17. Perform other related duties as assigned in support of the Office of Admission and consistent with the scope of a student employment position.

Qualifications:

• MUST BE A STUDENT AT SAINT XAVIER UNIVERSITY
• Must be Federal Work-Study eligible
• Must Include a Resume and Cover Letter
• Current Saint Xavier University student in good academic standing.
• Strong communication and interpersonal skills.
• Friendly, professional, and customer service-oriented.
• Excellent organizational skills and attention to detail.
• Ability to multitask and work independently in a fast-paced office environment.
• Basic computer proficiency; experience with Microsoft Office is preferred.
• Preferred Skills:
• Comfortable speaking with prospective students and families.
• Dependable, punctual, and able to maintain confidentiality.
• Willingness to assist with occasional evening or weekend admission events.
Description of Hours: Office hours are 8:30 a.m. to 4:30 p.m. If we go back to pre-COVID hours, some Saturday availability is required – 8:30 a.m. to noon. Also, if we resume admission events – the two "open houses" are on Sunday and they are mandatory 7:30 – 2:00 approximate time.

Additional Expectations:

We inspire success by working together to provide meaningful, personalized service in a spirit of excellence. SXU seeks candidates that deliver value-added services in a responsive, collaborative, effective, and respectful manner. The University is committed to diversity and encourages applications from individuals with a wide variety of backgrounds and experiences. Saint Xavier University affirms its position as a Catholic institution, inspired by the heritage of the Sisters of Mercy, and asserts its rights to employ persons who subscribe to the mission, vision and core values of the University. Saint Xavier University is an Equal Opportunity Employer that makes all decisions regarding recruitment, hiring, promotions and all other terms and conditions of employment without discrimination on the grounds of race, color, creed, sex, religion, national or ethnic origin, age, physical or mental disability, veteran status or other factors protected by law. Hiring decisions will be based on the bona fide occupational qualifications of each applicant.