Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Tarleton State University

Department

Campus Recreation

Proposed Minimum Salary

Commensurate

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Provides advanced-level administrative support on behalf of the Campus Recreation department within the university to include the exercise of discretion and independent judgment concerning matters of significance. Maintains multiple Campus Recreation accounts financial data, including monthly budget and status reports. Serves as a Campus Security Authority (CSA); Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate. This position requires a flexible work schedule, sometimes requiring occasional attendance during evenings, weekends, and some holidays. Additional hours may be required during peak periods. Must be able to work remotely at the request of the University.

Responsibilities

50% Administrative: Serves as the primary administrative support for the Director of Campus and reporting Associate and Assistant Directors. Prepares requests to purchase and collects bids for purchase, as needed. Participates in the planning and execution of administrative operations. May serve as the office manager. Oversees integrity and functionality of the front office area. Develops, evaluates, and ensures adherence to office procedures. Reviews documents for supervisor. Attends meetings or committees on behalf of supervisor. Analyzes requirements for projects or initiatives. Provides technical information regarding administrative procedures, services, or programs. Applies, interprets, and/or assists in implementing management policies or operating practices. Develops administrative and technical procedures. Researches, interprets, compiles, and responds to inquiries about rules, regulations, policies, and procedures. May monitor compliance with policies and procedures. Performs special analyses and project summaries. Works on multiple projects simultaneously and promptly. Utilizes Departmental Software Programs. Works with student information software. Works with event management software. Works with communications portal software. Fiscal Account Support: Maintains financial data, including monthly budgets and status reports for Campus Recreation. Ensures proper adherence to fiscal procedures and communicates changes to the Director, Associate Director, and Assistant Director. Maintains account receipts and develops financial summary reports. Prepares paperwork for purchase orders and vouchers. Maintain all paperwork for purchases and submit invoices for prompt payment. Monitors and supervises the front desk and the student worker hours. Monitors and submits hours and payroll. Processes entertainment contracts and university addendum. Monitors fiduciary responsibilities associated with fulfilling contractual agreements. Maintains role as HR contact for onboarding and offboarding full-time and student staff.

10% Assist with monitoring risk management and student travel paperwork. Provide reports on active and inactive intramural sports and sports club compliance with risk management training and processes. Assist with processing student travel documentation according to policy.

10% Prepares Personnel Action Forms and Personnel Activity. Maintains personnel files. Maintains knowledge of office-related machines, copier, fax, printer, and calculator. Develops memos and letters as needed or directed. Manages/implements large mailings to current and new students, faculty, and staff. Works on multiple projects simultaneously and promptly. Hires, trains, and supervises student workers. Organizes special events such as committee lunches, retreats, banquets, and New Student Orientations

10% Attends meetings and trainings as needed or directed. Assists in connections, support programs, and registration. Keep all staff up to date on all related university and Campus Recreation policies and procedures.

10% Receptionist: Manages multi-line phone system. Schedules appointments. Relays phone messages. Routes calls or walk-ins to appropriate departments. Exercises tact in dealing with persons on the phone and in person. Manages office supplies and maintains inventory. Documents check out and return of equipment. Picks up and distributes mail. Assists with Day of responsibilities and hospitality for departmental events.

10% Performs other duties as assigned by the Director of Campus Recreation.

Required Education/Experience

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

• Two years of related experience in office administration.

Knowledge, Skills, and Abilities

• Knowledge of word processing, spreadsheet, and database applications. Excellent written communication, analytical, interpersonal, and organizational skills.

• Ability to multitask and work cooperatively with others.

• Ability to work in a high-stress environment.

• Ability to work with sensitive information and maintain confidentiality.

• Ability to work independently once given a project.

• Ability to communicate effectively both orally and in writing.

Preferred:

• Experience with the management and supervision of an office setting and supervisory skills.

Salary 

Commensurate with experience  

The target base annual salary is $35,745 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 Health, Wellness, and Financial Planning  

• Fully covered employee health insurance 

• Dental insurance 

• Vision insurance 

• Retirement and Insurance programs 

Paid Leave  

• Paid sick leave 

• Holiday pay 

• Vacation 

• Longevity pay 

• Paid Birthday Leave 

Other  

• Complimentary tickets to all Athletic and PerformingFine Arts events 

• 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.