Student Success Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Manage and prioritize inbox messages and communications.

• Daily monitoring of Circle direct messages, student texts, and incoming requests.

• Assess and categorize messages according to urgency, including immediate requests, routine follow-ups, and non-urgent inquiries.

• Compose warm, clear, and proactive responses for client approval when necessary.

• Promptly acknowledge student messages, particularly when a request requires time for resolution.

• Recognize when a student requires a one-on-one session and provide the appropriate Calendly booking link.

• Coordinate Calendly Scheduling.

• Direct students to the relevant Calendly link based on the required session type.

• Confirm time zone accuracy when scheduling calls.

• Establish clear expectations regarding necessary submissions prior to their session.

• Follow up immediately if required materials are not received.

• Reschedule sessions as needed to safeguard the client’s time from unprepared calls.

• Ensure proper management of Calendly reminders and follow-ups.

• Support in Hiring and Candidate Management.

• Review candidate submissions prior to forwarding to the client.

• Verify that resumes, interview recordings, assessments, and other necessary candidate materials are complete and accessible.

• Follow up with students when candidate materials are missing.

• Maintain an organized tracker in Asana or the designated system.

• Coordinate second interviews once candidates are approved to advance.

• Oversee Candidate Connect and Asana Pipeline Management.

• Manage the Candidate Connect pipeline in Asana from discovery call to hire.

• Progress student cards through each completed stage.

• Monitor Asana notifications and emails on a daily basis.

• Highlight stalled cards or delays that require the client’s attention.

• Track signed agreements, intake forms, finalist submissions, second interviews, candidate selections, and hires.

• Organize second interviews by aligning the student’s schedule with the client’s availability.

• Update the Asana board to reflect the current status of each student.

• Provide support for 1:1 Session Recaps.

• Retrieve transcripts from Fathom, Zoom, or the designated recording tool.

• Draft structured recaps following 1:1 sessions.

• Send recaps for review and approval.

• Post approved recaps in Circle on behalf of the client.

• Ensure recaps encompass discussion points, key decisions, next steps, accountability items, and deadlines.

• Complete recap drafts within 24 hours of each session whenever possible.

• Perform Quality Control and Process Support.

• Proofread and enhance messages, updates, and recaps before distribution.

• Uphold a professional, warm, and clear communication style.

• Create and update reusable templates for follow-ups on missing items, scheduling instructions, confirmation messages, and recap formats.

• Deliver a concise daily priority summary with the most crucial updates and action items.

⛳️ Requirements

• Excellent written communication abilities.

• Exceptional attention to detail.

• Experience in managing scheduling, follow-ups, and administrative workflows.

• Proficient in using Google Workspace and task management tools.

• Capable of adhering to structured processes and maintaining updated trackers.

• Able to uphold calendar boundaries and enforce necessary steps prior to meetings.

• Strong organizational skills and commitment to follow-through.

• Preferred Qualifications:

• Experience in supporting a coaching program, student success team, or client-facing team.

• Knowledge of hiring workflows, candidate screening, or interview coordination.

• Familiarity with tools such as Asana, Calendly, Circle, WizeHire, Fathom, Zoom, or similar platforms.

• Familiarity with the mortgage industry is advantageous but not essential.

• Key Traits:

• Proactive.

• Organized.

• Composed under pressure.

• Clear communicator.

• Detail-oriented.

• Reliable with follow-through.

• Service-driven.

🏝️ Benefits

• Opportunities for professional growth and advancement.

• Competitive compensation package.