Event and Travel Coordinator

Job Description

Job DescriptionSalary: $44,579 - $47,858 annually

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitmans vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the colleges working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Admission Event and Travel Coordinator plays a key role in supporting recruitment and outreach efforts by overseeing admission-related events and travel coordination. This position is responsible for planning, organizing and executing on- and off-campus events designed to engage prospective students and their families. This position also supports admission by managing logistics, materials and communication for admission officers recruitment travel. This role ensures a welcoming and professional experience that reflects the institutions mission and contributes to enrollment goals. This position reports to the Director of Admission Operations.

PRINCIPAL ACCOUNTABILITIES

Event Coordination (60%)

• Plan and manage Admission on-campus and off-campus recruitment and admitted-student events.
• Oversee event logistics: venue, registration, catering, technology, event flow and task assignments.
• Create and manage event timelines.
• Research and recommend appropriate events venues; carry out site inspections as needed.
• Create and manage registration portals, forms and rosters and track event registration.
• Develop related communication plans in coordination with the Communications team; track efficacy of communications and recommend alterations as necessary.
• Oversee the creation, assembly and distribution of event schedules and day-of materials.
• Manage day-of event implementation including supervision of set-up, manage problems to ensure outcomes, assist speakers and monitor other event activities for attendees.
• Work with on- and off- campus colleagues to book locations, catering, technical support and any other event support needed.
• Develop and maintain relationships with key partners.
• Manage budgets for individual events and work with vendors and staff to stay within the overall budget; make recommendations for future budgets based on analysis of previous data.
• Create and maintain materials for future Admission Event and Travel Coordinator.

Travel Coordination/Support (25%)

• Coordinate admission travel by tracking invitations, preparing itineraries and assembling complete travel packets.
• Manage travel material requests and shipping of recruitment materials, ensuring timely and accurate delivery.
• Prepare and send counselor letters, posters and mailing labels to high schools in advance of visits.
• Administer Alaska Airlines vouchers and maintain accurate records of voucher usage.
• Maintain organized travel files and communicate proactively with admission officers about schedules and deadlines.
• Receive and track invitations to high school fairs and visits.

Evolving Responsibilities (15%)

• Offer additional admission operations support, such as verification of applications, during event and travel off seasons.
• Assist with event planning for ad hoc events such as department level retreats, student worker celebrations or visiting scholar programs.
• Assist with other projects as workflow allows.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Strong organizational skills with the ability to manage multiple projects, timelines and stakeholders.
• Excellent verbal and written communication skills; ability to interact effectively with students, families, staff, faculty and external partners.
• Proficiency with event and travel coordination tools, including CRMs (e.g., Slate), spreadsheets; ability to learn new systems quickly.
• Demonstrated problem-solving skills and the ability to adapt in fast-paced, dynamic environments.
• Experience managing budgets, tracking expenses and maintaining accurate records.
• Strong attention to detail and commitment to accuracy in logistics, materials and communications.
• Ability to positively and actively contribute to Whitman Colleges core values of diversity, equity, inclusion, antiracism and access.
• Strong commitment to customer service to provide timely, attentive care ensuring needs are met in a manner that reflects positively on the college.

MINIMUM QUALIFICATIONS

• Associate Degree.
• OR a combination of relevant education, training, and experience.

Whitman College values diverse pathways to acquiring skills and knowledge and encourages applicants to demonstrate how their background aligns with the role.

PREFERRED QUALIFICATIONS

• Bachelors degree in communications, business, hospitality or related field.
• Previous experience in event planning, higher education or admission/recruitment settings.
• Demonstrated success in coordinating large-scale events.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits:

Medical/Dental/VisionInsurances.

Basiclife,accidental death and dismembermentandlong term disabilityinsurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Planwith a 10% matching contribution aftereligibility requirementsare met.

Paid Time Off:20 accrued vacation days,12 accrued sick days,13 paid holidays.

Tuition Remission Dependent Children

Employeetuition waiver for two Whitman courses per semester.

Employee Assistance Program

Relocation assistance for eligible employees.

Learn more about benefits eligibilityhere.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin on September 29, 2025 and continue until the position is filled.

START DATE

November 2025