Administrative Coordinator II – Dean of Students Administrative Office

Texas A&M University System•Stephenville, TX

1d•$44,000 - $55,551•Onsite

About The Position

Tarleton State University is hiring an Administrative Coordinator II for the Dean of Students Administrative Office (DOSAO). Under general supervision, this position provides advanced administrative and operational support to the Associate Vice President for Student Wellbeing and Dean of Students, DOSAO, and the Fort Worth SES Office. The role supports the day-to-day operation of a complex, student-facing office and coordinates administrative, financial, data-management, and project-management processes. It maintains departmental systems and records and identifies opportunities to improve efficiency, communication, and operational continuity. The position regularly interacts with students, families, faculty, staff, university leadership, and community partners, including people experiencing distress or navigating sensitive circumstances. It also serves as a Campus Security Authority (CSA). This is an in-office position in Stephenville, Texas, with occasional travel to the Fort Worth campus for student events or projects. Work hours are generally Monday through Friday, 8 a.m. to 5 p.m., and may include some evenings and weekends as needed for major student events. The role includes leadership and office support; front-office coordination and student-support routing; financial and purchasing coordination; administration of the Maxient case-management system following appropriate training; data reporting and process improvement; project coordination and multi-campus support; and other duties as assigned. The university describes the position as staff employment and provides a target annual base salary range of $44,000 to $55,550.50, potentially negotiable based on funding and qualifications. Salary is commensurate with experience. A comprehensive benefits package is offered to full-time and qualifying part-time employees.

Requirements

Bachelor's degree, or an equivalent combination of education and experience providing 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 to identify work that needs completion and independently carry assignments through to completion.
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 solutions, and implement or recommend improvements appropriately.
Sound judgment in determining when to act independently and when to consult or escalate.
Strong interpersonal and customer-service skills, including communicating with people who are distressed, frustrated, 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 use new software, administrative systems, and technologies effectively.
Commitment to a welcoming, professional, and student-centered environment.
Ability to work in the Stephenville office and travel occasionally to the Fort Worth campus for events or projects.
Availability for generally Monday-through-Friday, 8 a.m.-to-5 p.m. hours, with some evenings and weekends as needed for 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 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 settings 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 support to the Associate Vice President for Student Wellbeing and the Dean of Students Administrative Office.
Prepare correspondence, reports, presentations, briefing materials, meeting documents, and project updates.
Coordinate meetings, including scheduling, agendas, materials, logistics, action items, and follow-up.
Coordinate calendars, appointments, deadlines, leadership commitments, and follow-up items.
Gather and organize background information and materials for meetings, projects, presentations, reports, and administrative decisions.
Coordinate travel, conference and training registration, itineraries, reimbursements, and related documentation.
Draft routine communications and assist with more complex leadership communications.
Coordinate assigned hiring, onboarding, offboarding, system-access, and workspace-preparation processes.
Identify administrative needs and outstanding tasks, initiate appropriate follow-up, and identify opportunities to improve office operations.
Coordinate day-to-day DOSAO front-office operations and provide responsive service to students, families, employees, and community members.
Collaborate with the Senior CARE case manager on front-office procedures, training materials, administrative references, and escalation protocols.
Support student workers and staff when matters require advanced administrative knowledge, judgment, or coordination.
Recognize signs of student distress and connect students with appropriate professional staff or emergency resources under established protocols.
Distinguish routine administrative matters from matters requiring professional, supervisory, legal, emergency, or specialized response; maintain professional communication and appropriate boundaries.
Coordinate administrative processing, scheduling, communication, and routing of student-support requests.
Protect student and departmental information and route subpoenas, public-information requests, media inquiries, records requests, and other sensitive matters to appropriate university officials.
Coordinate purchasing, procurement, expenditure tracking, reconciliation, and routine budget-support activities.
Generate financial reports, track expenditures, reconcile accounts, maintain supporting documentation, and assist with budget monitoring.
Prepare purchase requests and coordinate procurement for approved office, outreach, professional-development, program, supply, and equipment needs.
Provide designated centralized administrative and purchasing support to Fort Worth Student Support and Wellbeing and Student Engagement teams.
Monitor financial and administrative requests, follow up on delays or missing information, maintain inventory, and support compliant processes.
Administer authorized Maxient functions after training, including user access, letters, tags, workflows, reporting, and templates.
Coordinate administrative documentation practices and data-entry standards; establish data-quality reviews and resolve inconsistencies with functional staff.
Generate recurring and specialized reports on case volume, service categories, referrals, assignments, trends, and other departmental measures.
Compile operational data for reports, strategic planning, assessment, grants, resource requests, presentations, and other projects.
Document reports, data definitions, schedules, and procedures; develop and maintain tracking tools, templates, forms, standard operating procedures, process maps, and reference guides.
Review workflows, recommend process improvements, and assist with approved changes to systems and workflows while maintaining appropriate confidentiality and access controls.
Coordinate assigned projects by establishing timelines, tracking deliverables and progress, identifying barriers, and communicating status or decisions needed.
Coordinate administrative communication among DOSAO and designated Fort Worth teams; maintain calendars of recurring responsibilities, reports, deadlines, and renewals.
Develop continuity documentation and cross-training materials; support onboarding and orientation of staff, graduate assistants, interns, and student employees.
Represent DOSAO on committees, task forces, meetings, and events; participate in meetings, training, professional development, and university functions.
Perform other duties as assigned consistent with the position's level and responsibilities.