Division Coordination Manager and Executive Assistant to Vice President

Job Title

Division Coordination Manager and Executive Assistant to Vice President

Agency

Tarleton State University

Department

Division of External Operations

Proposed Minimum Salary

Commensurate

Job Location

Fort Worth, Texas

Job Type

Staff

Job Description

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Division Coordination Manager & Executive Assistant to the Vice President of External Operations and Dean of Tarleton State Fort Worth. 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 Division Coordination Manager & Executive Assistant to the Vice President of External Operations and Dean of Tarleton State Fort Worth provides high-level executive, administrative, and strategic coordination support to ensure the effective functioning of the Office of the Vice President and the Division of External Operations. This position serves as the primary executive assistant to the Vice President, managing complex scheduling, communications, workflow coordination, and executive correspondence with internal and external stakeholders.

In addition, this role serves as the central coordination point for the division, supporting the Vice President in advancing divisional initiatives, strategic planning efforts, and cross-unit collaboration. The position helps ensure alignment of divisional priorities, facilitates communication and coordination across units, and supports the implementation and tracking of key projects and initiatives.

This role is essential to maintaining continuity within the Vice President’s office, enhancing organizational effectiveness across the division, and supporting the advancement of strategic priorities for Tarleton State Fort Worth and the Division of External Operations. The position requires a high level of professionalism, discretion, initiative, and the ability to manage multiple priorities in a dynamic and collaborative environment. Serves as Campus Security Authority (CSA).

This position is located at the Tarleton State Fort Worth Campus on Chisholm Trail in the Office of the Vice President. Work hours: Mon-Fri; 8:30 AM-5:30 PM or as work requirements indicate. May require nights and weekends.

Essential Duties & Responsibilities

40% Administrative Support to the Vice President

• Provides executive‑level administrative coordination to ensure efficiency, confidentiality, and alignment with divisional priorities, exercising discretion and independent judgment on matters of significance.
• Manages the Vice President’s complex calendar; schedules meetings; coordinates travel; and oversees logistics for internal and external engagements.
• Drafts, prepares, and coordinates executive communications, reports, presentations, and meeting materials.
• Manages the flow of information by screening, prioritizing, and routing incoming communications; serves as a strategic gatekeeper for the Vice President.
• Serves as a primary point of contact between the Vice President and university, system, and community stakeholders, maintaining professionalism and discretion.
• Efficiently processes and tracks expense reports, manages invoices, and supports timely budget monitoring and reconciliation to ensure fiscal accuracy.
  
  

25% Coordination of Divisional Administrative Operations

• Coordinates administrative support functions across the division to promote consistency, efficiency, and compliance with university policies and procedures.
• Works closely with two divisional Administrative Assistants/Coordinators, providing day‑to‑day coordination, guidance, and prioritization of work to ensure effective service delivery.
• Supports onboarding, training, and knowledge‑sharing for administrative personnel; assists in establishing work priorities, schedules, and standards.
• Analyzes workflows, timelines, and administrative processes; recommends and assists with implementing procedural improvements.
• Leads planning and documentation for administrative and operational projects.
• Develops, maintains, and updates divisional procedural manuals outlining standardized processes, responsibilities, and service expectations.
  
  

15% Event, Project, and Strategic Support

• Coordinates planning and logistics for major divisional events in collaboration with designated staff and partners.
• Assists the Vice President in advancing divisional initiatives, priorities, and cross‑departmental projects.
• Serves as a resource for administrative and operational problem‑solving across divisional units.
• Facilitates collaboration among departments and external partners to support service delivery and shared goals.
• Manages operational assets, inventories, and project materials related to divisional initiatives.
• Ensures effective project documentation and adherence to university standards and timelines.
  
  

15% Administrative Analysis, Reporting, and Process Improvement

• Plans, coordinates, analyzes, monitors, and evaluates administrative support functions to ensure effectiveness and alignment with divisional goals.
• Prepares operational summaries, reports, and analyses related to administrative activities and special projects.
• Assists in identifying opportunities for administrative improvements, new initiatives, or adjustments to procedures and practices.
• Supports the development and refinement of administrative objectives, strategies, and service standards under general direction.
  
  

5% Other

• Coordinates human resources–related administrative processes (e.g., transactions, costing allocations, reclassifications, salary adjustments, and hiring documentation) in partnership with HR.
• Performs additional duties as assigned to support the efficiency and effectiveness of the Vice President’s office and division.
  
  

Minimum Qualifications

Required Education and Experience

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

Required Knowledge, Skills, & Abilities

• Knowledge of word processing, spreadsheet, and database applications
• Ability to multitask and work cooperatively with others.
• Ability to communicate clearly and effectively to ensure understanding.
• Advanced Knowledge of Executive‑Level Administrative Operations - Knowledge of administrative practices, office operations, and executive support functions, including calendar management, travel coordination, budget tracking, expense processing, and confidential records management.
• Ability to Exercise Independent Judgment and Discretion - Ability to assess priorities, manage sensitive information, and make sound administrative decisions on matters of significance under general direction while maintaining confidentiality and professionalism.
• Skill in Coordinating Administrative Work Across Multiple Roles - Skill in coordinating, prioritizing, and aligning administrative activities across a division, including providing functional guidance and work coordination for administrative assistants to ensure consistent service delivery.
• Strong Organizational and Workflow Management Skills - Ability to organize complex workloads, manage competing deadlines, analyze workflows, and recommend or implement process improvements to enhance efficiency and compliance.
• Effective Written and Verbal Communication Skills - Ability to draft, review, and coordinate executive correspondence, reports, presentations, and meeting materials; communicate clearly and professionally with internal and external stakeholders.
• Knowledge of Administrative Systems and Technology - Knowledge of and ability to effectively use enterprise administrative systems (e.g., HR, finance, travel, procurement, document management) and standard office software to support administrative and operational functions.
• Ability to Support Projects and Special Initiatives - Ability to coordinate administrative aspects of projects, events, and strategic initiatives; track deliverables; maintain documentation; and support collaboration across departments and external partners.
  
  

Supervision

• Works under general supervision with moderate latitude for independent decision‑making.
  
  

Compensation & Benefits

Salary: Commensurate with experience

Salary Range

The target base annual salary range is $53,745 up to $60,000 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.