Retention Specialist

La Roche; Pittsburgh (Allegheny County); Hybrid; USD 42,000 - 64,000; Full time

Job summary

La Roche University seeks a dedicated Retention Specialist to support early-alert workflows using Navigate360 and related data sources, coordinating timely outreach to students at risk academically, financially, administratively, or personally.

The role collaborates with the SRAB, COACH team, and multiple campus offices to track cases through resolution, contribute to annual retention reports, and help implement Title III initiatives.

Qualifications

• Two+ years in student retention or related higher-ed role.
• Experience with early-alert systems and data-informed interventions.
• Experience maintaining student records and coordinating case management across departments.
• Strong data literacy and ability to turn data into recommendations for faculty/administrators.
• Excellent written and verbal communication; Microsoft Office proficiency.

Responsibilities

• Identify at-risk students using Navigate360 and coordinate outreach.
• Manage concern-management workflows from identification through resolution.
• Coordinate timely outreach and connect students to the appropriate office or resource.
• Maintain shared case-management records across departments.
• Track progress and report on Title III performance measures.
• Support SRAB activities and campus partnerships.
• Assist in data collection for retention reports and compliance.

Skills

Data literacy

Written communication

Verbal communication

Organization

Confidential handling (FERPA)

Collaboration across units

Diversity & cultural humility

Education

Master’s degree in higher ed / counseling / student affairs / education

Tools

Navigate360

EAB

Starfish

Jenzabar

Job description

La Roche University is seeking a dedicated and student-focused professional to join our team as a Retention Specialist. The position provides comprehensive support for the University’s retention efforts, with a focus on early-alert and concern-management work. The Retention Specialist uses Navigate360 and related institutional data to identify students who may be struggling academically, financially, administratively, or personally, and coordinates timely outreach, referrals, and follow-up to ensure every case is tracked through to resolution.

As a key implementer of Redhawk RISE: Retention through Innovation, Support, and Engagement, the University’s Title III-funded student success initiative, the Retention Specialist serves as a member of the Student Retention Advisory Board (SRAB) and works closely with the COACH team, Division Chairs, and the Center for Academic Success and Achievement (CASA). Within 3 to 6 months of hire, the Retention Specialist is expected to co-lead the COACH team. The position reports directly to the Associate Provost. This position is primarily on campus. Limited remote work may be available during non-peak periods.

This is a full-time, benefit-eligible position initially funded by a federal Title III grant in years 1 and 2, with planned transition to institutional funding beginning in Years 3, 4, and 5. Employment during the grant-funded period is contingent upon availability of federal funds. Employment may be subject to modification or termination if grant funding is discontinued.

La Roche University embraces its Catholic identity while welcoming people of all faiths and backgrounds, fosters global citizenship, and creates a community of scholars from around the world. The University empowers all members of the community to become lifelong learners, achieve success in their chosen careers, and promote justice and peace in a constantly changing global society.

GENERAL DUTIES & RESPONSIBILITIES:

Early Alerts, Outreach & Case Management

• Use Navigate360 and related data sources (midterm D/F/W reports, attendance flags, registration and hold status) to identify students at risk academically, financially, administratively, or personally.
• Monitor early alerts and referrals; manage concern-management workflows from identification through resolution, with documented follow-up and response-time standards.
• Coordinate timely, personalized outreach to identified students, including text-based and individual contact, and connect students to the responsible office or resource.
• Maintain lightweight, shared case-management records that allow Financial Aid, Student Accounts, CASA, Student Life, and COACH to see status and avoid duplicate outreach.
• Support students facing multiple barriers or unresolved holds by following up with the responsible offices until the barrier is cleared; responsible offices remain accountable for resolving holds.

Student Retention Advisory Board (SRAB)

• Serve as a member of the SRAB and attend its monthly meetings (including the January reconvening and the annual June retreat).
• Prepare and present data aligned to the SRAB Action Calendar, including early-alert volume and activation rate by faculty, attendance patterns, midterm and final D/F/W analyses, and the continuing, non-registered student list.
• Contribute data and analysis to the year-end retention summary and annual Cabinet report.
• Help implement SRAB decisions and recommendations, and report back on progress and outcomes.

Faculty, Staff & Campus Partnerships

• Collaborate with Academic Affairs, Division Chairs, Student Life, Financial Aid, Student Accounts, the Registrar, Athletics, Enrollment Management, Admissions, CASA, the Ketteler Center, and COACH.
• Transition into co-leading the COACH team within 3 to 6 months of employment, helping to guide its strategy, coordination, and alignment with institutional retention goals.
• Promote faculty use of early alerts: support Window 1 (weeks 3–4) and spring reminders, and identify non-users for individual coaching in partnership with Division Chairs.
• Support the continuing, non-registered student process each fall, spring, and summer by working with Admissions, Program Chairs, and Student Financial Services on verified contact lists and personalized outreach.
• Serve as a resource for exit surveys and exit interviews with withdrawing and non-returning students, and report top-reported reasons each term.

Data, Reporting & Title III Compliance

• Maintain accurate, confidential student records in support of FERPA and Title III documentation and reporting requirements.
• Provide regular retention data and reporting to the Title III Program Coordinator, and participate in Redhawk RISE implementation meetings.
• Track and report progress on Title III performance measures, including first-time, full-time persistence (baseline 70%; Year 5 target 75%), six-year graduation rate (baseline 45.4%; Year 5 target 60%), and CASA service utilization.
• Help build and maintain the internal at-risk dashboard that combines Navigate360, D/F/W, and attendance data.
• Recommend refinements to early-alert and intervention protocols, response-time standards, and plain-language communications as part of the Redhawk RISE implementation timeline.
• Use disaggregated data to identify equity gaps and recommend targeted interventions for high-risk populations.
• Participate in relevant professional development and share best practices with campus partners.

Additional Duties

• Perform other duties as assigned in support of the University’s retention and student success goals.

MINIMUM QUALIFICATIONS:

• Two or more years of experience in student retention, academic advising, student success, or a related higher-education role.
• Experience with early-alert systems, student outreach, and data-informed intervention strategies.
• Experience maintaining student support records and coordinating case management across departments.
• Strong data literacy, including comfort with dashboards, reports, and spreadsheets, and the ability to turn data into clear recommendations for faculty and administrators.
• Excellent written and verbal communication, organization, and attention to detail; Microsoft Office proficiency.
• Ability to handle confidential student information in compliance with FERPA, and to work with students from diverse backgrounds with cultural humility.
• Ability to build collaborative relationships and influence across academic and administrative units.

PREFERRED QUALIFICATIONS:

• Master’s degree in higher education, counseling, student affairs, education, or a related field.
• Experience with retention or CRM platforms (e.g., Navigate360, EAB, Starfish, Jenzabar) or student information systems.
• Experience with grant-funded programs, including Title III or similar federal reporting.
• Experience working with first-generation, international, transfer, commuter, or student-athlete populations.
• Familiarity with motivational interviewing or strengths-based coaching approaches.
• Demonstrated leadership experience or the ability to transition into a co-leadership role with the COACH team within 3 to 6 months of employment.

PHYSICAL REQUIREMENTS:

This position may require stationary work in an office environment, walking short and long distances on campus, participation in student programs and activities, and the ability to perform fine motor tasks, such as typing. The position may also require driving a University vehicle to provide transportation for international students and University-sponsored activities. Occasional evening or weekend work may be required to support international student programs, orientation, student arrivals and departures, and other University activities.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

No Relocation Assistance

It is the policy of La Roche University to promote equal opportunity to all qualified individuals regardless of race, color, creed, age, religion, gender, national or ethnic origin, veteran status, marital status, sexual orientation, non-job-related disability or medical condition, or any other legally protected status.

It is the policy of La Roche University to promote equal opportunity to all qualified individuals regardless of race, color creed, age, religion, gender, national or ethnic origin, veteran status, marital status, sexual orientation, non-job related disability or medical condition, or any other legally protected status.

This policy provides for equal opportunity in all aspects of the employment relationship. This includes, but is not limited to: recruitment, employment, job assignment, transfer, promotion, demotion, compensation, training and development, employee benefits, layoff, discharge and general working conditions.

This policy is administered in accordance with all applicable federal and state statutes. La Roche University does not take action against an employee because he or she has opposed a practice made unlawful under federal or state law or has filed charges, testified, assisted, or participated in any manner in an investigation, proceeding, hearing, or lawsuit pursuant to those statutes.

All employees are expected to implement and abide by La Roche’s policy of nondiscrimination and equal opportunity employment within their assigned work areas. Any violation of this policy by an employee of La Roche University may result in disciplinary action, including, when appropriate, discharge.

The Associate Vice President of Human Resources/Compliance Officer is assigned the overall responsibility for effective administration of this program throughout La Roche University. Individuals who believe that they may have experienced illegal discrimination should immediately report their complaint to the Associate Vice President of Human Resources/Compliance Officer.