Administrative Coordinator II, Texan Career & Professional Success Center

Job Title

Administrative Coordinator II, Texan Career & Professional Success Center

Agency

Tarleton State University

Department

Texan Career & Professional Success Center

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 Texan Career & Professional Success Center. 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.

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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. 

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The Administrative Coordinator II coordinates administrative and operational support for the Texan Career & Professional Success Center (Career Services) department and helps ensure efficient daily office operations in support of student services, employer engagement activities, career fairs, events, and departmental initiatives. This position serves as a central administrative resource and coordinates front desk operations, purchasing and renewals, onboarding processes, budget and reporting support, records management, and general administrative workflows for Career Services.

The role also provides direct administrative support to the Director and assists with internal coordination that supports departmental effectiveness across staff, programs, and services. In addition to primary responsibilities within the Texan Career & Professional Success Center, this position may provide administrative and project support for initiatives connected to the Office of Retention and Persistence as assigned. The role requires strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, student- and employer-facing environment.

This is a full-time, in-office position located on Tarleton’s main campus in Stephenville, Texas. Work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., or as work requirements indicate, which may include occasional evenings and weekends pending scheduled activities. Serves as a Campus Security Authority (CSA).

Responsibilities

Administrative Operations and Front Desk Support (30%)

• Coordinate daily administrative operations for Career Services and support efficient front desk coverage and office flow.

• Serve as an initial point of contact for students, employers, faculty, staff, alumni, and community partners contacting Career Services by phone, voicemail, email, or in person.

• Answer, route, and respond to general inquiries, and direct questions to the appropriate Career Services staff member as needed.

• Monitor shared administrative processes, office procedures, and internal workflows to support efficient departmental operations.

• Maintain office supplies, equipment, printed resources, and administrative materials for Career Services operations and events.

• Prepare copies of marketing, event, and program materials and assist with internal distribution and office resource management.

Director and Department Administrative Support (20%)

• Provide direct administrative support to the Director, including document preparation, routing, follow-up, meeting support, and coordination of administrative items.

• Review, prepare, and organize administrative documents, forms, and materials for departmental use and leadership review.

• Assist with scheduling, meeting coordination, agendas, notes, and follow-up on recurring administrative action items.

• Support department-wide administrative needs and provide coordination assistance across Career Services staff and initiatives.

• Attend meetings or provide administrative follow-up on behalf of the Director or department as needed.

• Provide occasional administrative and project support for cross-divisional student success, retention and persistence initiatives as assigned.

Purchasing, Renewals, and Budget Support (20%)

• Coordinate departmental purchasing processes, including preparation and submission of purchasing-related documentation and follow-up with relevant university offices.

• Track and assist with memberships, subscriptions, software renewals, and other recurring departmental renewals.

• Support contract renewal coordination by maintaining deadlines, gathering documentation, and preparing materials for Director review and approval.

• Assist with budget tracking, reconciliations, and financial documentation as assigned.

• Compile budget-related information and provide administrative support for departmental financial planning and operational needs.

Onboarding, Records, and Administrative Process Management (15%)

• Coordinate onboarding processes for new full-time staff, temporary employees, graduate assistants, interns, and student workers within Career Services.

• Prepare onboarding materials, checklists, and required administrative documentation, and coordinate with university offices to support timely onboarding.

• Maintain departmental files, records, office references, and resource materials in accordance with university practices.

• Coordinate records retention and organization of administrative documents and departmental materials.

• Develop, update, and help maintain internal administrative procedures, process guides, and reference documents.

Reporting, Events, and Logistical Support (15%)

• Assist with preparation of operational and special reports, project summaries, and other administrative reports supporting Career Services initiatives.

• Support departmental data collection, documentation, and administrative reporting needs tied to office operations, events, and recurring processes.

• Provide administrative and logistical support for meetings, seminars, trainings, career fairs, employer engagement activities, and other departmental events.

• Coordinate travel arrangements, itineraries, reservations, and related logistics for departmental needs as assigned.

• Assist with event preparation, materials coordination, and other operational details that support successful Career Services programming and employer engagement activities.

• Assist with logistical coordination for assigned retention and persistence related initiatives as needed.

Other

• Participate in training, meetings, and professional development opportunities as appropriate.

• Perform other duties as assigned.

• Serve as a Campus Security Authority (CSA) and comply with applicable reporting and training requirements.

Minimum Requirements

Required Education and Experience

• Bachelor’s degree or equivalent combination of education and experience.

• Three years of related experience.

Required Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, database, and presentation applications.

• Ability to multitask and work cooperatively with others.

• Strong interpersonal, written, and verbal communication skills.

• Strong planning, organization, and time management skills.

• Ability to exercise discretion and independent judgment with respect to matters of significance.

• Ability to coordinate multiple administrative processes and maintain accurate records in a fast-paced environment.

• Ability to provide professional, responsive service to students, employers, faculty, staff, alumni, and community partners.

• Ability to support departmental operations with attention to detail, follow-through, and process improvement.

Preferred Education and Experience

• Experience providing administrative or operational support in higher education, student services, business operations, or a comparable setting.

• Experience with purchasing, budget support, records management, event logistics, or onboarding coordination.

• Experience supporting a unit with multiple staff, programs, and recurring administrative processes.

Compensation & Benefits

Salary: Commensurate with experience

Salary Range:

The target base annual salary range is $44,000 up to $46,200 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.