Administrative Coordinator I - Dean of Students Administrative Office

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

• Experience â“ 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: