Business Administrator, College of Education

Job Description

The Business Administrator for the College of Education , under the general supervision of the Dean, manages a full range of business operations with a specialized focus on procurement, contract coordination, and personnel records. Responsibilities include managing and executing purchasing procedures in compliance with university and state policies, coordinating the preparation and routing of contracts, and tracking agreements, procurement records, and hiring paperwork throughout their lifecycle. This role also manages these functions for externally funded grants, ensuring all grant-related purchases, contracts, and personnel actions meet sponsor, university, and state requirements. This role serves as the primary liaison between internal departments, vendors, and the university's procurement, human resources, and legal teams to ensure timely, accurate, and compliant transactions. Serves as Campus Security Authority (CSA).

Work hours : Mon-Fri; 8 : 00 AM - 5 : 00 PM or as work requirements indicate; In-office position located in Stephenville, Texas and may require work beyond normal business hours and some weekends. Occasional travel may be required to attend educational conferences relevant to the position.

Essential Duties & Responsibilities :

Procurement & Financial Transactions

Process purchase requisitions, purchase orders, and related documentation in accordance with university, state, and sponsor policies.

Manage procurement activities for externally funded grants, ensuring allowability, allocability, and adherence to sponsor requirements.

Identify and recommend cost-effective purchasing options while maintaining quality and compliance.

Coordinate with vendors for quotes, bids, and order fulfillment.

Maintain and track accurate procurement records, including vendor information, order history, payment status, and grant-related expenditures.

Contract Management

Coordinate preparation, review, and submission of contracts and amendments, including those supported by external funding.

Ensure contracts are complete, accurate, and compliant with university, state, and sponsor requirements before routing for approval.

Track contract status from initiation to final execution, monitoring key deadlines, deliverables, and renewal dates.

Maintain and update a centralized contract repository with accurate historical records, including grant-funded agreements.

Personnel Records & Hiring Management

Maintain organized and up-to-date personnel records in accordance with university policy, confidentiality requirements, and sponsor guidelines.

Track and coordinate hiring paperwork for new employees, ensuring all required documents are completed, approved, and filed-including those for grant-funded positions.

Monitor personnel-related documentation such as position changes, evaluations, compliance records, and sponsor-required reporting.

Ensure all records-procurement, contracts, personnel, and grant-related-are accurate, secure, and audit-ready.

Communication & Coordination :

Serve as the point of contact for procurement, contract, records, and grant-related inquiries from faculty, staff, vendors, and project directors.

Collaborate with legal, procurement, finance, HR, and research offices to resolve issues and clarify requirements.

Provide training or guidance to staff and grant teams on procurement, contracting, records, and compliance procedures.

Reporting & Compliance

Generate and distribute regular reports on procurement activities, contract status, hiring paperwork, personnel record updates, grant-related transactions, and upcoming deadlines.

Monitor compliance with purchasing, contracting, records, and grant requirements, recommending process improvements.

Support internal and external audits by providing accurate and timely documentation for both institutional and grant-funded activities.

Administrative Oversight

Serve as office manager delegate. Coordinates and monitors action items and assignments made by administration.

Implement and audit business procedures. Formulates, Interprets, and implements policies, rules, and regulations.

Supervise staff or student workers, as needed.

Minimum Qualifications :

Education and Experience

Bachelor's degree or an equivalent combination of education and experience.

Five years of related experience.

Knowledge, Skills, and Abilities

Strong organizational, communication, and multitasking skills.

Proficiency in word processing and spreadsheet applications.

Preferred Requirements :

Preferred Education and Experience

Bachelor's degree in business administration, accounting, finance, or related field

Five or more years of progressively responsible experience in business operations, procurement, contract management, or HR records administration in a higher education or public sector environment.

Experience with Texas A&M University System platforms such as AggieBuy, Workday, and Laserfiche (or similar procurement, HRIS, and records management systems).

Preferred Knowledge, Skills, and Abilities

Working knowledge of State of Texas purchasing regulations, contract management requirements, and record retention laws.

Demonstrated ability to interpret and apply complex policies, procedures, and compliance requirements.

Strong analytical skills, with experience generating and interpreting financial, procurement, or personnel reports.

Proven ability to manage multiple priorities, meet deadlines, and adapt to changing regulations or operational needs.

Experience coordinating cross-departmental processes and serving as a liaison between administrative units, vendors, and external agencies.

Compensation & Benefits

Salary : Commensurate with experience

Salary Range :

The target base annual salary range is $49, to $68,.50 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!

Masters Educational Assistance – is designed to invest in and assist employees further their knowledge, skills, and job effectiveness through % of eligible tuition and fees being paid on enrollment. Click link for additional guidelines and 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.