Associate Director, Student Services

Associate Director, Student Services

Company: Villanova University

Job Location: Villanova, 19085

Category: Student Affairs and Services

Type: Full-Time

Posting Number: 20260075S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 252-Dean-Graduate School

Position Summary

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Associate Director, Student Services manages student services for the Office of Graduate Studies, within the College of Liberal Arts and Sciences (CLAS) from the creation of student records and initial enrollment through graduation, with a particular focus on student retention. In coordination with the Director, graduate Program Directors and staff in CLAS, the Associate Director oversees the onboarding process for all graduate students in the college, processes all student records and any adjustments to current student records and provides training, oversight, and regular communication with the Assistant Directors of Student Services in the Human Resource Development (HRD) and Master of Public Administration (MPA) programs, serving as a liaison between the departments, the Graduate Studies Office, and the Office of Online Programs.

The Associate Director works with partners across the University to assist in the planning and execution of current student programming and events, works in close collaboration with all members of the Graduate Studies team to provide assistance and support in identifying and developing innovative approaches to improve graduate student services, and serves as a resource for graduate students throughout their time at Villanova. The Associate Director works closely with the Dean and Director of Graduate Studies to support programs directed by the Office of Graduate Studies and contributes to the strategic initiatives of the Office.

The Associate Director supports the management of student files (advising CRM and degree compliance software). The Associate Director manages three graduation periods (September, December and May), including the certificate award process for all graduate and certificate programs in CLAS. This role serves as the administrator for the third-party data management system collecting dissertations and theses.

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

Management of Enrollment Process and Student Services

• Serves as the main point of contact for graduate students at initial enrollment through graduation, monitoring key enrollment, registration, and academic status indicators to identify and address potential risks to student retention and progression.
• Assists in onboarding initiatives, which includes creating and maintaining student records in the Student Information System (SIS).
• In collaboration with admissions and other areas including athletics, OUS, and departments, reviews and resolves barriers to enrollment and reviews transcripts and degree verifications.
• Serves as a liaison between Graduate Studies Admissions staff and Students Services staff in HRD and MPA on any issues or matters of enrollment.
• Provides direct training and oversight for Assistant Directors of Student Services in the HRD and MPA programs. Serves as a liaison between these individuals, the Office of Graduate Studies, and the Office of Online Programs.
• Processes student records adjustments, as well as drops, adds, withdrawals.
• Processes leaves of absence and reinstatements in coordination with the departments and the Registrar's office.
• In close collaboration with the Program Directors in CLAS and the Director of Graduate Studies, coordinate and oversee combined bachelor/master programs.
• Manages the Transfer of Credit process and manages the transfer to student records.
• Process all applications to the comprehensive examination, language examination, and qualifying portfolios. Notifies students of examination results and coordinates with Registrar's office for accurate and timely posting of all capstone and other results to student transcripts and degree tracking systems.
• Process and track all forms granting reductions in tuition to area teachers. Correspond with teachers when questions/concerns arise. Ensure discounts are reflected appropriately in collaboration with the Bursar's Office.
• Manage enrollment and student service processes and operations within graduate departments.
• Brainstorm and coordinate strategic planning efforts including student support and retention strategies informed by enrollment, progression, and completion data.
• Assist with running enrollment and current student data reports to support retention analysis, identify patterns of attrition, and inform targeted outreach and programmatic interventions for Grad CLAS office and departments.
• Oversee and coordinate student support and retention efforts, including collaboration with program directors, advisors, and University partners to address academic, administrative, and enrollment-related barriers to student success.
• Collaborate with Associate Director of Operations and Systems on operational reporting and current student data. Assist with census review and cleanup of application SIS records each term.
• Supervise the Senior Enrollment Coordinator in the transitioning of applicants to enrolled students, provide oversight regarding enrollment, tuition discounts and remission.
• Oversee management of degree auditing system in coordination with the Registrar's office and field questions and issues with the tool and audits for all Grad CLAS students and programs.
• Manage all exceptions and changes in degree auditing system on behalf of all graduate CLAS programs and use data to determine policy or requirement changes.

Graduation Certification and Certificate Awarding/Processing

• Records late graduation application fees in Banner.
• Collects unofficial transcripts from the 23 graduate programs and reviews and amends any discrepancies prior to degree certification.
• Collects and reviews documentation to certify degree and certificate awards for roughly 500 students per year.
• Utilize degree audit and graduation certification data to identify students at risk of delayed completion and coordinate outreach with programs to support timely degree process.
• Distributes and collects Survey of Earned Doctorates for PhD candidates.
• Coordinates thesis and dissertation approvals and approves dissertations/theses submitted online. Notifies the Registrar's Office about the completion of the dissertations/theses so that the Registrar's Office can post the titles of the dissertations/theses on students' transcripts.
• Certifies all graduate Liberal Arts and Sciences students at the completion of degree requirements. Notifies the Registrar's Office about the students who are eligible for the degree, requesting the awarding of the degree and posting of the degree on transcripts, as well as those who are not eligible.
• Collects Certificate Completion documentation, reviews students' academic records, and orders certificates via University printing. Prepares certificate letters and mailing certificates to the students.
• Notifies the Registrar's Office about the issuance of the certificates so that information is noted on students' transcripts.

Student Programming

• In collaboration with the Dean and Director, organizes student service programming and services throughout the year designed to foster connection, belonging, and engagement-key drivers of graduate student retention and success.
• Collaborate with the Graduate Center on student programming and initiatives.
• Assist with communication efforts including upcoming event emails, weekly and monthly newsletters and create and send bi-weekly reminder and event emails to all Grad CLAS students, faculty and staff.
• Manage and plan the Annual Research Symposium and oversee the implementation and coordination of other programming initiatives throughout the year.
• Provide support and advisement to the Associate Director of Admissions.

Other

• Perform other duties and assist with projects as assigned.
• Assist at events throughout the year such as Graduate Open Houses, Information Sessions, Admitted Student Day, Orientation, and Graduation. Requires occasional evenings and weekends.
• Assist in strategic planning and other initiatives for the Office of Graduate Studies and Office of Online Programs.
• Assist in the coordination of graduate student workers.

Minimum Qualifications

Formal Education

• Undergraduate degree required.

Work Experience

• 5-7 years of progressively responsible experience in higher education required.

Work Skills

• Excellent written and oral communication skills. Must be a self-starter who can operate independently. Must possess excellent interpersonal communication skills and the ability to manage situations tactfully.

Specific Job Knowledge

• Ability to multitask and work within a specific time limit to complete work in an accurate and efficient manner.

Preferred Qualifications

Formal Education

• Master's preferred.

Specific Job Knowledge

• Proficiency in Microsoft Office Suite with excellent computer skills.
• Banner Student Record System experience.

Physical Requirements and/or Unusual Work Hours

Tools, machinery and equipment used:

• Computer, fax, photocopier/scanner, phone.

Physical requirements: (items such as lifting, pushing, pulling, standing or sitting for extended periods of time, manual dexterity, walking etc.)

• At times, there will be sitting throughout the day. On occasion, some light lifting can be required.

Salary Posting Information

This position falls within salaried grade 14 and the range for this position is $57,200-71,500. 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 14