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.
________________________________________________________________________
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.
________________________________________________________________________
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.
Compensation & Benefits
Salary: Commensurate with experience
Salary Range:
The target base annual salary range is $44,000 up to $55,550.50 and
may be negotiable based on funding availability and candidate
experience/skillset in relation to the minimum requirements of this
position.
We are proud to offer a comprehensive benefits package for
full-time and qualifying part-time employees. Our
Careers Page
offers an overview of the great benefits we offer; for detailed
information visit our
Benefits Information page.
Qualified candidates are encouraged to submit a completed
application for consideration. Initial review of applications will
begin immediately and continue until position is filled.
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.
