Administrative Coordinator II – Dean of Students Administrative Office

Job Title

Administrative Coordinator II – Dean of Students Administrative Office

Agency

Tarleton State University

Department

Dean of Students Administrative Office

Proposed Minimum Salary

Commensurate

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Administrative Coordinator II in the Dean of Students Administrative Office . As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond.

Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco , along with a robust online community that extends our reach even further.

At the heart of it all is Stephenville , where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere.

No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond.

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Important Immigration Information:

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Tarleton State University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Tarleton State University subject to this fee.

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

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The Administrative Coordinator II, under general supervision, provides advanced administrative and operational support to the Associate Vice President for Student Wellbeing and Dean of Students. Additionally, this role will support the Dean of Students Administrative Office (DOSAO) and Fort Worth SES Office.

This position serves as a key administrative resource for the AVP and DOSAO leadership and is responsible for helping ensure the effective day-to-day operation of a complex, student-facing office. The Administrative Coordinator II provides advanced administrative support; coordinates office, financial, data, and project-management processes; maintains departmental systems and records; and proactively identifies opportunities to improve efficiency, communication, and continuity of operations.

The Administrative Coordinator II regularly interacts with students, families, faculty, staff, university leadership, and community partners, including individuals experiencing distress or navigating complex or sensitive circumstances. Serves as a Campus Security Authority (CSA).

This is an in-office position, located in Stephenville, Texas, with occasional travel to the Fort Worth campus for various student events or projects. Work hours are generally Monday through Friday 8AM-5PM and may include some evenings and weekends, as needed, to support major student events.

Essential Duties and Responsibilities

25% - Administrative and Leadership Support

Provide advanced administrative support to the AVP for Student Wellbeing, and the Dean of Students Administrative Office.

Prepare and format correspondence, reports, presentations, briefing materials, meeting documents, project updates, and other administrative materials.

Coordinate meetings, including scheduling, preparation of agendas and materials, meeting logistics, documentation of action items, and follow-up.

Maintain and coordinate calendars, appointments, deadlines, and other administrative commitments as assigned.

Track selected departmental and leadership deadlines, commitments, requests, and follow-up items to support timely completion of priorities.

Gather, organize, and prepare background information or materials needed for meetings, projects, presentations, reports, or administrative decisions.

Coordinate travel, conference and training registration, itineraries, reimbursements, and related documentation.

Draft routine correspondence and communications and assist leadership with preparation of more complex communications.

Provide coordination for hiring, onboarding, offboarding, system access, workspace preparation, and other personnel processes as assigned.

Anticipate routine administrative needs, identify outstanding tasks or deadlines, and independently initiate appropriate follow-up within the scope of the position.

Maintain awareness of departmental administrative operations and proactively identify gaps, delays, duplicative processes, unresolved needs, and opportunities to improve efficiency or service.

20% - Office Operations and Student Support

Coordinate day-to-day administrative operations of the DOSAO front office and help ensure consistent, professional, and responsive service to students, families, faculty, staff, and community members.

Collaborate with the Senior CARE case manager, who supervises student workers, to maintain effective front-office procedures, training materials, administrative reference resources, and escalation protocols related to routine front-desk responsibilities.

Serve as a resource to student workers and staff when situations require advanced administrative knowledge, judgment, or coordination.

Recognize signs of student distress and respond calmly and compassionately, connecting students who are seeking support from DOSAO with appropriate professional staff or emergency resources in accordance with established protocols.

Demonstrate sound judgment in distinguishing routine administrative matters from situations requiring professional, supervisory, legal, emergency, or other specialized response.

Communicate professionally and maintain appropriate boundaries with individuals who may be distressed, frustrated, demanding, dissatisfied, or navigating difficult circumstances.

Coordinate administrative processing, scheduling, communication, and routing of student support requests as assigned.

Maintain appropriate privacy and security of student and departmental information and route subpoenas, public-information requests, media inquiries, records requests, and other sensitive matters to appropriate university officials.

20% - Financial and Administrative Coordination

Maintain a working knowledge of university financial systems, purchasing policies, travel procedures, and related administrative requirements.

Coordinate purchasing, procurement, expenditure tracking, reconciliation, and routine budget-support activities for DOSAO leadership.

Generate financial reports, track expenditures, reconcile accounts, maintain supporting documentation, and assist leadership with routine budget monitoring.

Prepare purchase requests and coordinate procurement for office operations, outreach activities, professional development, programs, supplies, equipment, and other approved departmental needs.

Provide designated centralized administrative and purchasing support to the Fort Worth Student Support and Wellbeing and Student Engagement teams in coordination with DOSAO leadership and established departmental priorities.

Monitor the status of financial and administrative requests and proactively address or communicate delays, missing information, or other barriers.

Maintain appropriate inventory and coordinate purchasing of office supplies, equipment, and other administrative resources.

Assist leadership in developing efficient, accurate, and compliant administrative and financial processes.

Identify recurring administrative or financial bottlenecks and recommend improvements.

20% - Systems, Data Management and Process Improvement

Following appropriate training, serve as the administrator for Maxient case management system and support authorized user access, letters, tags, workflows, reporting, templates, and other administrative functions.

Coordinate with professional staff to maintain consistent administrative documentation practices and data-entry standards.

Establish and maintain routine data-quality review processes and coordinate with functional staff to resolve administrative data inconsistencies.

Generate recurring and specialized reports related to case volume, service categories, referrals, assignments, trends, and other departmental measures.

Compile and organize operational data for departmental and divisional reports, strategic planning, assessment, grant activities, resource requests, presentations, and other projects.

Maintain documentation of recurring reports, data definitions, reporting schedules, and administrative procedures to promote consistency and continuity.

Develop and maintain administrative tracking tools, templates, electronic forms, standard operating procedures, process maps, reference guides, and other resources.

Review administrative workflows and recommend opportunities to streamline, standardize, automate, combine, or eliminate processes where appropriate.

Assist with implementation and evaluation of approved changes to administrative systems or workflows.

Maintain appropriate confidentiality, security, and access controls when working with sensitive departmental and student information.

10% - Project Coordination, Continuity and Multi-Campus Support

Coordinate assigned administrative projects and initiatives, including establishing timelines, tracking deliverables, monitoring progress, identifying barriers, and communicating status or needed decisions.

Organize multiple concurrent projects and priorities while maintaining appropriate follow-through and documentation.

Facilitate administrative coordination and communication among DOSAO and designated Fort Worth teams.

Maintain calendars of recurring departmental responsibilities, reports, deadlines, renewals, and other operational requirements.

Develop and maintain standard operating procedures, continuity documentation, cross-training materials, and administrative reference resources to reduce reliance on individual institutional knowledge.

Assist with coordination of departmental, divisional, or university initiatives involving multiple functional areas.

Support onboarding and orientation of new staff, graduate assistants, interns, and student employees to appropriate administrative processes, systems, and resources.

Participate in ongoing review of office operations and recommend administrative improvements or new initiatives.

5% - Other Duties as Assigned

Represent DOSAO on departmental, divisional, or university committees, task forces, meetings, and events as assigned.

Attend and actively participate in departmental and divisional meetings, trainings, professional development, and university functions.

Perform other duties as assigned consistent with the level and responsibilities of the position.

Minimum Qualifications

• Required Education and Experience: Education: Bachelor's degree or equivalent combination of education and experience that provides the required knowledge and abilities.
• Experience: Three years of progressively responsible related administrative or operational experience, including experience coordinating multiple priorities, managing administrative processes, or supporting complex office operations.
• Knowledge, Skills and Abilities: Demonstrated initiative and ability to identify work that needs to be completed without waiting for specific direction and independently carry assignments through to completion.
• Strong organizational, planning, and project-coordination skills.
• Demonstrated ability to manage multiple competing priorities, interruptions, projects, and deadlines while maintaining accuracy and follow-through.
• Ability to anticipate needs, identify operational problems, develop potential solutions, and appropriately implement or recommend improvements.
• Sound judgment and demonstrated ability to determine when a matter can be handled independently and when consultation or escalation is appropriate.
• Strong interpersonal and customer-service skills, including the ability to communicate effectively with individuals who may be distressed, frustrated, demanding, dissatisfied, or navigating sensitive circumstances.
• Ability to exercise discretion and maintain confidentiality when working with sensitive student, personnel, financial, or departmental information.
• Strong analytical skills and ability to compile, interpret, organize, and present operational and financial information.
• Strong communication skills and ability to interact effectively with students, families, faculty, staff, administrators, and community partners.
• Demonstrated ability to learn and effectively use new software, administrative systems, and technologies.
• Commitment to fostering a welcoming, professional, and student-centered environment.

Preferred Qualifications

• Administrative or operational experience in higher education, student services, healthcare, social services, government, or another complex service-oriented environment.
• Experience providing advanced administrative or executive-level support to organizational leadership.
• Experience coordinating financial processes, including purchasing, expenditure tracking, account reconciliation, travel, or budget monitoring.
• Experience managing multiple projects, tracking deadlines and deliverables, or coordinating work across multiple teams.
• Experience compiling, analyzing, and reporting operational data.
• Experience learning and effectively using complex administrative, case-management, financial, student-information, or comparable enterprise systems.
• Experience with Maxient, Banner, EAB, Workday, or comparable systems.
• Experience preparing reports, presentations, briefing materials, or written materials for organizational leadership.
• Experience providing administrative support in environments involving confidential, complex, sensitive, or emotionally charged interactions.
• Experience training, guiding, or providing work direction to student employees or other staff.

Application Procedure:

During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action.

Employment applications must include:

• Completed online application
• Cover Letter / Letter of Interest addressing qualifications
• Curriculum Vitae or Resume
• At least 3 current professional references and their full contact information

Applications received by Tarleton State University must have all job application data entered.  Failure to provide all job application data could result in an invalid submission and a rejected application.  “See resume” is not an acceptable entry in the job application.  Incomplete applications will not be considered.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.