Administrative Coordinator II – Dean of Students Administrative Office

Tarleton State University•Stephenville, TX

1d•Onsite

About The Position

Tarleton State University is hiring an Administrative Coordinator II for its Dean of Students Administrative Office (DOSAO). Under general supervision, the position provides advanced administrative and operational support to the Associate Vice President for Student Wellbeing and Dean of Students, DOSAO leadership, and the Fort Worth SES Office. It helps ensure the effective day-to-day operation of a complex, student-facing office by coordinating office, financial, data, and project-management processes; maintaining departmental systems and records; and identifying opportunities to improve efficiency, communication, and operational continuity. The role regularly interacts with students, families, faculty, staff, university leadership, and community partners, including people experiencing distress or navigating sensitive circumstances. It serves as a Campus Security Authority (CSA). The position is based in the office in Stephenville, Texas, with occasional travel to the Fort Worth campus for student events or projects. Hours are generally Monday through Friday, 8 a.m. to 5 p.m., with some evenings and weekends as needed for major student events.

Requirements

Bachelor’s degree, or an equivalent combination of education and experience that provides the required knowledge and abilities.
Three years of progressively responsible related administrative or operational experience, including coordinating multiple priorities, managing administrative processes, or supporting complex office operations.
Initiative and ability to identify work that needs to be completed and carry assignments through to completion with limited direction.
Strong organizational, planning, and project-coordination skills.
Ability to manage competing priorities, interruptions, projects, and deadlines while maintaining accuracy and follow-through.
Ability to anticipate needs, identify operational problems, develop potential solutions, and implement or recommend improvements appropriately.
Sound judgment in deciding what can be handled independently and when consultation or escalation is appropriate.
Strong interpersonal and customer-service skills, including communicating effectively with people who may be distressed, frustrated, demanding, dissatisfied, or navigating sensitive circumstances.
Discretion and ability to maintain confidentiality when handling 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.
Ability to learn and effectively use new software, administrative systems, and technologies.
Commitment to fostering a welcoming, professional, and student-centered environment.
Ability to work in the office in Stephenville, Texas, and travel occasionally to the Fort Worth campus.
Ability to work some evenings and weekends as needed to support major student events.

Nice To Haves

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 such as 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 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.

Responsibilities

Provide advanced administrative and leadership support, including preparing correspondence, reports, presentations, briefing materials, meeting documents, and project updates.
Coordinate meetings, calendars, appointments, deadlines, travel, conference and training registration, itineraries, reimbursements, and follow-up.
Track leadership and departmental commitments, requests, deadlines, and action items; anticipate routine needs and initiate appropriate follow-up.
Coordinate hiring, onboarding, offboarding, system access, workspace preparation, and related personnel processes as assigned.
Coordinate day-to-day DOSAO front-office operations and provide responsive service to students, families, faculty, staff, and community members.
Help maintain front-office procedures, training materials, administrative references, and escalation protocols in collaboration with the Senior CARE case manager.
Recognize signs of student distress, respond calmly and compassionately, and connect students with appropriate professional staff or emergency resources under established protocols.
Coordinate administrative processing, scheduling, communication, and routing of student-support requests; protect information and route sensitive inquiries and requests to appropriate university officials.
Coordinate purchasing, procurement, expenditure tracking, reconciliation, routine budget support, financial reporting, and supporting documentation.
Provide designated centralized administrative and purchasing support to Fort Worth Student Support and Wellbeing and Student Engagement teams in coordination with DOSAO leadership.
Administer Maxient after appropriate training, including authorized user access, letters, tags, workflows, reporting, templates, and other administrative functions.
Maintain documentation and data-entry standards, conduct routine data-quality reviews, generate reports, and compile operational data for reporting, planning, assessment, grants, resource requests, and presentations.
Develop and maintain administrative tracking tools, templates, electronic forms, standard operating procedures, process maps, reference guides, and continuity materials.
Review administrative and financial workflows, identify bottlenecks, and recommend or assist with approved improvements, including streamlining or automating processes where appropriate.
Coordinate assigned projects and initiatives by tracking timelines, deliverables, progress, barriers, status, and needed decisions.
Facilitate administrative coordination across DOSAO and designated Fort Worth teams; maintain calendars of recurring responsibilities, reports, deadlines, renewals, and requirements.
Support onboarding and orientation of new staff, graduate assistants, interns, and student employees to administrative processes, systems, and resources.
Represent DOSAO on committees, task forces, meetings, and events as assigned; participate in meetings, trainings, professional development, and university functions; perform other related duties as assigned.