Student Success Specialist

Posting Details

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Posting Details (Default Section)


Posting Number:
20260454S


Position Title:
Student Success Specialist


Position Type:
Staff


Location:
Villanova, PA


Recruitment Type:
Internal/External Applicants


Work Schedule:
full-time/12-months


Avg Hours Week

Department:
129-A&S Office for Undergraduate Students


Position Summary:


The Student Success Specialist serves as the primary operational and administrative liaison for the Ellis Center's Office for Student Success. Reporting to the Director, this role oversees daily office operations, coordinates program logistics, and guides students, families, faculty, and staff through university policies, confidential processes, and support resources.

Key Responsibilities

• Administrative & Process Management: Execute end-to-end documentation and compliance for Leaves of Absence (medical and non-medical), Attendance Verifications, Student Concerns, Faculty Feedback, Academic Standing, and Withdrawals. Draft and issue official correspondence, including Leave letters and tri-annual Academic Standing notifications under the Associate Dean's direction.
• Data Analysis & Reporting: Collect, analyze, and present semesterly and annual data across all caseload areas to track trends, identify vulnerable student populations, and inform strategic planning and outreach.
• Student Success Coaching & Outreach: Provide follow-up coaching and multi-channel outreach to referred students, monitoring progress on action plans, re-engaging unresponsive students, and facilitating warm handoffs to campus resources.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:


Administrative Liaison & Communication Hub: Serve as the primary operational point of contact for the Office for Student Success, delivering high-level administrative support to faculty, advisors, students, families, and campus partners. Manage the CLAS Student Success shared email inbox by triaging high-volume, confidential inquiries, independently exercising judgment to prioritize responses, and escalating complex or urgent matters to the Director and Associate Dean.

Student Concern & Faculty Feedback Triage: Oversee the Slate Student Success Concern and Faculty Feedback workflows. Log, document, and track faculty, staff, and family referrals, initiating timely outreach and intervention strategies for at-risk students.

Attendance Verification Management: Review, evaluate, and approve excused absence documentation in accordance with university policy. Draft and issue confidential notifications to faculty and advisors while maintaining compliant, meticulous record-keeping.

Support the Director in administering the confidential Medical and Non-medical Leave of Absence processes for CLAS students. Serve as the secondary point of contact for students requesting, returning from, or inquiring about a leave of absence coordinated by the Office for Student Success or the Dean of Students. Coordinate communications among university offices involved in the leave process, including the Registrar, Counseling Center, Dean of Students, Athletics, and other campus partners. Prepare and distribute confidential correspondence, facilitate student deactivation and reactivation processes, coordinate registration PIN distribution to advisors, and ensure faculty, advisors, and students receive timely communication throughout the leave process.

Coordinate the Academic Standing process three times annually under the direction of the Ellis Center Leadership. Prepare committee materials in collaboration with the Ellis Center advising team, organize Academic Standing Committee meetings, prepare and distribute individualized academic standing notifications, coordinate the academic standing appeal process, and verify the accuracy and timely delivery of all communications. Due to strict university deadlines, this responsibility may require extended hours during peak periods.

In collaboration with the Director and Assistant Director(s), coordinate and manage educational programming for students, faculty, and staff that promotes student success, academic resilience, and effective navigation of university resources and policies.

Coordinate the University Withdrawal process by serving as the primary administrative contact for students considering withdrawal from the University. Meet with students to explain university procedures, discuss available resources and alternative pathways to degree completion when appropriate, prepare withdrawal documentation, and distribute official correspondence while maintaining confidentiality throughout the process.

Provide administrative and operational support to the Director, including scheduling meetings, drafting correspondence, maintaining departmental records, responding to inquiries received through the office phone and general email account, providing reception desk coverage as needed, and training and supervising graduate assistants supporting data collection, office operations, and programming initiatives.

In collaboration with the Ellis Center team, develop, maintain, and improve data collection processes across multiple platforms supporting retention, persistence, and student success initiatives.

Perform other duties and assist with projects as assigned.

Minimum Qualifications:

Formal Education

• Bachelor's degree required.

Work Experience

• Two to three years of progressively responsible administrative or student services experience in a confidential, fast-paced environment, preferably in higher education or a student-facing setting requiring independent judgment, complex coordination, and frequent interaction with diverse constituencies.

Work Skills (e.g., written and verbal communication skills)

• Exceptional written, verbal, and interpersonal communication skills with the ability to communicate professionally, tactfully, and compassionately with students, families, faculty, staff, and university administrators. Demonstrated ability to build collaborative working relationships while maintaining the highest standards of confidentiality, professionalism, and customer service.
• Excellent organizational, time management, and project coordination skills with the ability to manage multiple competing priorities, respond effectively to changing demands, and consistently meet critical deadlines. Demonstrated ability to independently prioritize work, exercise sound judgment, recognize and escalate urgent or high-risk student concerns, and maintain accuracy while managing a high volume of confidential communications, shared inbox correspondence, and student records.

• Demonstrated ability to exercise discretion, sound judgment, and emotional intelligence when interacting with students experiencing academic, personal, financial, medical, or other life challenges. Ability to remain calm under pressure, assess the nature and urgency of student concerns, provide compassionate and solution-focused customer service, and connect students and families with appropriate university resources while maintaining confidentiality and professional boundaries.

• Demonstrated ability to manage multiple priorities, adhere to strict administrative deadlines, interpret and communicate university policies, and exercise sound judgment when handling sensitive and confidential student information. Experience working in a higher education environment is preferred.

• Strong analytical and problem-solving skills with exceptional attention to detail and accuracy in record keeping, data management, and document preparation. Ability to analyze information, identify trends, and support data-informed decision-making related to student success initiatives

Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)

• Strong working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Experience with or the ability to quickly learn student information and case management systems such as Banner, Slate, Maxient, Argos, Power BI, and other university data management platforms. Knowledge of student records management, FERPA, confidentiality standards, and administrative processes within a higher education setting is preferred.

Equipment Knowledge

• Proficiency in operating personal computers and standard office equipment. Experience using Microsoft Office applications, Banner, Slate, Maxient, Argos, Power BI, and other student information and data management systems.

Preferred Qualifications:

Physical Requirements and/or Unusual Work Hours:


n/a

Special Message to Applicants:

Posting Date:
10/07/2026


Closing Date (11:59pm ET):
10/22/2026


Salary Posting Information:


This position falls within salaried grade 13 and the range is $52,000-65,100. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade:
13


Job Classification:
exempt