Admissions Coordinator 2

Job Title

Admissions Coordinator II, Master of Medical Science in Physician Assistant Medicine

Agency

Tarleton State University

Department

Physician Assistant Program

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 Admissions Coordinator II for the Master of Medical Science in Physician Assistant Medicine program. 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 Admissions Coordinator II for the Master of Medical Science in Physician Assistant Medicine program coordinates the planning, development, implementation, and recruitment activities for the program. This position serves as the primary liaison for prospective learners, program administrators, faculty, and staff throughout the admissions process. Reviews and evaluates applications for the professional degree program using test scores, transcripts, and specific criteria as guidelines. Manages program social media presence and ensures all communications adhere to institutional marketing and communication policies.

This is a 12-month, full-time, in-office staff position located on Tarleton’s main campus in Stephenville, Texas. Work hours: Mon-Fri; 8 AM-5 PM or as work requirements indicate. Position may require evenings/weekends as required by program activities. Serves as a Campus Security Authority (CSA). 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

50% Admissions Operations and Application Management

• Manages and maintains the program's application portal through CASPA (Centralized Application System-Physician Assistant), including configuration, applicant tracking, prerequisite verification, and reporting.

• Reviews applications for initial eligibility, completeness, and compliance with program requirements; communicates with applicants regarding missing materials, prerequisite status, and application timelines.

• Coordinates the holistic application review process, including preparation of applicant files for committee scoring, maintenance of rubric scoring records, and management of rolling admissions processes.

• Organizes and executes interview events, including in-person and virtual interview days, in coordination with faculty interviewers, community members, and current learners; prepares all interview materials, scoring instruments, and logistics.

• Prepares and issues offer letters, manages waitlist communications, processes enrollment confirmations and deposit tracking, and monitors yield throughout the admissions cycle.

• Maintains and analyzes admissions data, prepares cycle summary reports, and provides recommendations to the Program Director, Director of Admissions, and the Admissions Committee based on applicant trends, yield rates, and enrollment outcomes.

• Liaises with the College of Graduate Studies Director of Admissions, financial aid, enrollment services, and other entities as needed to ensure seamless processing of admitted learners from offer to matriculation.

• Ensures all admissions activities comply with FERPA requirements, CASPA policies, and applicable ARC-PA accreditation standards related to learner recruitment and admissions.

• Monitors accepted learners' progress in completing assigned tasks in Castle Branch (onboarding and screening database).

25% Recruitment, Outreach, and Program Communications

• Develops and implements outreach and recruitment strategies targeting prospective PA learners, including partnerships with pre-PA clubs, undergraduate health science, and science programs, community colleges, and regional healthcare organizations.

• Represents the MMSc PAM program at career fairs, graduate education fairs, open houses, high school and college recruitment events, and community outreach activities; travel required.

• Develops and maintains program marketing and recruitment materials, including brochures, presentations, digital content, and the MMSc PAM program's website and social media presence in coordination with university marketing standards.

• Coordinates program communications to maintain consistent, accurate, and timely messaging for prospective learners, current applicants, and admitted learners.

• Provides prospective learners with accurate information about application requirements, program curriculum, clinical placement expectations, financial aid, and career outcomes.

• Facilitates inquiries from learners, faculty, staff, and external stakeholders, responding promptly or directing inquiries to the appropriate program resource.

25% Administrative and Program Support

• Provides direct administrative support to the Program Director, Admissions Committee Chair, and faculty as needed, including meeting coordination, document preparation, and records management.

• Attends program and admissions committee meetings; records, distributes, and maintains meeting minutes and action items.

• Manages the academic and admissions calendar, coordinating deadlines, events, and communications across the full admissions cycle.

• Assists with development and maintenance of budgetary reports, position-related expenditure tracking, and admissions-related financial records.

• Maintains an organized and compliant filing system for applicant records, decision documentation, and admissions correspondence, serving as the source of record for admissions-related information.

• Trains and, where applicable, supervises learner workers assigned to admissions support tasks; cross trains with office colleagues as designated by the Program Director.

Minimum Requirements

Required Education and Experience:

• Bachelor's degree in applicable fields (Communications, Marketing, Higher Education Administration, Healthcare Administration, Business, or related field).

• Four years of related experience in admissions, learner services, recruitment, or higher education administration.

• Or equivalent combination of education and experience.

Required Knowledge, Skills, and Abilities:

• Demonstrated knowledge of social media platforms and digital marketing strategies.

• Understanding of institutional branding, marketing compliance, and communication policies.

• Knowledge of word processing, spreadsheet, and database applications (Microsoft Office Suite.)

• Ability to use technology to track and process learners through graduate admissions processes.

• Knowledge of learner information systems and applicant tracking systems.

• Strong verbal and written communication skills with the ability to present information clearly and concisely.

• Excellent interpersonal, organizational, and customer service skills.

• Ability to multitask, prioritize tasks, and work cooperatively with diverse constituencies.

• Ability to collect, analyze, write, and report various types of data sets.

• Maintains attention to detail and utilizes sound judgment.

• Discretion in handling confidential learner information.

• Ability to work independently and as part of a collaborative team.

Preferred Requirements

• Knowledge and experience in Physician Assistant education or health professions education.

• Experience with CASPA (Centralized Application System for Physician Assistants).

• Experience with Castle Branch or similar healthcare compliance platforms.

• Familiarity with ARC-PA accreditation standards.

• Experience with social media management tools (Hootsuite, Buffer, Meta Business Suite, etc.).

• Graphic design skills (Canva, Adobe Creative Suite).

Compensation & Benefits

Salary: Commensurate with experience

Salary Range:

The target base annual salary range is $49,000 up to $68,330.50 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.