Job Title

Administrative Coordinator I - 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

Works under general supervision of the Assistant Vice President (AVP) of Student Wellbeing & Dean of Students and provides an elevated level of administrative support to the AVP/Dean of Students and the Dean of Students Administrative Office. This includes direct administrative support to the staff for the Dean of Students; managing the day-to-day functions of the office; supervising student staff; managing departmental accounts; managing incoming cases in Maxient case management system and assigning appropriately; and supporting staff in planning and coordinating training and travel.

This position requires special knowledge/understanding and discretion appropriate for a Dean of Students Administrative Office area(s) of responsibility, strong organizational, planning, and facilitation skills, and the ability to manage a fast-paced office. This person will interact with a wide range of customers including faculty, staff, administration, students, family members, and community members. They will deal regularly with sensitive and, at times, urgent matters and will be proactive and responsive within the boundaries of state and federal law.

This position is primarily located in Stephenville, Texas and may require occasional travel to Fort Worth or Waco. Work hours are typically Monday to Friday from 8am to 5pm but may be adjusted as work requirements indicate, which may include some after-hours / weekends. Must be able to work remotely at the request of the University.

Essential Duties and Responsibilities

35%:    Serves as office manager and coordinates daily office support activities and administrative interactions. Assists in the coordination of daily workflow and the resolution of complex, highly sensitive and confidential matters.  Coordinates the maintenance of files, records, office supplies, or equipment. Formulates, interprets, and/or implements management policies or operating practices. Provide committee support, prepare meeting materials, and written minutes.  Coordinate purchasing and travel in accordance with university purchasing and travel policies and procedures for the state, sponsored programs/grants, and auxiliary entities. Recruit, train, and supervise student employees, including managing schedules, setting appropriate expectations, supporting student worker professional development, and managing performance concerns appropriately.

25%:    Serves as the Maxient software administrator. Maintain expert knowledge of the software. Ensure system is operating as designed, troubleshooting independently and with Maxient representatives as warranted.  Liaison with IT to ensure system interfaces with Banner are working correctly. Create training materials and lead training workshops.  Create data dashboards as needed.  Create and run data reports as needed. Responsible for approving access to the Maxient system and security access levels.

20%:    Provides triage and referral support to students, families, staff, faculty, and community concerns. Plan and coordinates administrative activities and services to support students by identifying needs and connecting students with appropriate resources. Coordinates temporary disability, absence, and death notifications.

15%     Create and maintain systems to track the progress of targeted initiatives, operations, goals, compliance calendar, and priorities of the Dean of Students Administrative Office which includes: Budget, financial reports, analysis, and recommendations; Data collection (Score Card) and update unit goals in WEAVE; Website development/updates; Responsible for maintaining a database of all policies, protocols, procedures, and processes associated with the Dean of Students Office; and initiatives.

5%     Other duties assigned to support the Dean of Students Administrative Office and on-going initiatives.

Minimum Requirements

Education – Bachelor's degree or equivalent combination of education and experience which provides the required knowledge and abilities.

Experience – Two years of administrative work experience.

Knowledge, Skills, Abilities

Flexibility and adaptability to respond to changing priorities, unexpected challenges, and evolving needs within The Dean of Students Administrative Office and the broader campus community.

Ability to remain calm and composed under pressure, to seek support and work collaboratively to respond appropriately to students / community members in distress.

Ability to work with sensitive information and maintain confidentiality.

Commitment to fostering an inclusive and welcoming environment

Knowledge of standard office computer software, willingness to learn new software / systems.

Strong verbal and written communication skills; ability to communicate effectively with a variety of stakeholders.

Preferred Qualifications

 Previous experience related to student services and programs in a university setting.

 Demonstrated experience with maintaining multiple electronic calendars.

 Previous experience in an environment requiring confidentiality.

 Experience dealing with a confidential filing system.

 Experience using Maxient, EAB, and Banner software.

 Knowledge of Clery, VAWA, Title IX and Campus Alcohol and Drug Free Act.

 Experience preparing written reports and presentations.

Physical requirements:

The functions of this position are usually performed sitting and may include the need to sit or work at a computer terminal for long periods of time on projects, but may involve some amount of time standing.

Some amount of stooping, kneeling, bending, crouching, lifting, traveling across campus to other offices or buildings on and off the main campus, carrying, and other movements may be required.

Institution Overview:  A founding member of The Texas A&M System, Tarleton State University is breaking records — in enrollment, research, scholarship, athletics, philanthropy and engagement — while transforming the lives of over 18,000 students in Stephenville, Fort Worth, Waco, Bryan and online. For 125 years, Tarleton State has been committed to accessible higher education opportunities for all while helping students grow academically, socially and professionally through programs that emphasize real world learning and address regional, state and national needs.

Salary

The target base annual salary is commensurate with experience with a target base salary range of $41,000 - $45,100 and may be negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. Tarleton State University offers a career filled with purpose and opportunity in addition to competitive wages. As part of the Tarleton family, the following benefits are also available to full time and qualifying part time employees:

Educational Benefits - employee perks that help enrich, grow, and foster career and professional development:

Family Education Benefit (Tuition Scholarship) – scholarship opportunities for Tarleton employees, their spouses, or their dependents available after 6 months of continued full-time employment. Click the link to learn more about this incredible Texan benefit!

Doctoral Educational Assistance – Full-time budgeted employees at all A&M System Universities, Agencies, and System Offices are qualified for reimbursement of tuition and mandatory fees. Eligibility: This program is applicable to the pursuit of a first doctorate degree only to full-time, budgeted employees who have been in a position no less than 2 long semesters. Click the link for additional details!

Employee Health, Wellness, and Financial Planning

Fully covered employee health insurance

Reimbursement of Insurance Premium Deductions! The State of Texas contributes to eligible employees’ insurance coverages as of the 1st day of the month following 60 days of employment in an eligible position. For those who elect coverage PRIOR to the first of the month after 60 days of employment, Tarleton State University will reimburse employees the State contribution towards health coverage during those first 60 days.

Dental insurance

Vision insurance

Retirement and Insurance programs

Paid Leave

Tarleton employees enjoy one of the greatest PTO packages in the area!

Paid sick leave

Holiday pay

Vacation

Longevity pay

Paid Birthday Leave – Tarleton State University awards all leave-eligible employees paid time off for their birthday!

Other

Complimentary tickets to all Athletic and Performing Fine Arts events!

Tarleton Employees enjoy two complimentary general admission tickets for athletics and performing fine arts events on campus! Join Texan Nation on the bleachers or in the auditorium.

Employee Wellness Release Time

Staff Gym Membership Discount with Campus Recreation

and other Tarleton Discounts

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/Affirmative Action/Veterans/Disability Employer.