Program Assistant I - Office of Graduate Studies

About the role

The Office of Graduate Studies (OGS) at Colorado School of Mines is seeking a highly organized, student-centered Program Assistant I to serve as a key contributor to graduate student success. This role is ideal for someone who thrives in a fast-paced academic environment and enjoys balancing student services, program coordination, and operational support.

Responsibilities

• Contribute across four core areas: Graduate Programming & Events, Office Operations & Technical Support, Student Services & Academic Support, and Other Duties.
  • Coordinate high-impact graduate programming, including Graduate Orientation, professional development events, the 3 Minute Thesis Competition, GRADS Conference, and other signature experiences.
    • Plan events end-to-end, including space reservations, timelines, communications, materials, catering, staffing, and follow-up.
  • Serve as a consistent, professional presence in the OGS office and as a first point of contact for students, faculty, and staff.
    • Maintain student records and databases.
    • Manage and update the office website and other systems.
    • Provide administrative and process support to the Dean, Assistant Dean, and other office staff across a range of projects and initiatives.
    • Cook up staff travel, expense reports, meetings, and events.
    • Coordinate staff travel, expense reports, meetings, and events.
    • Manage office needs such as orders, supplies, and equipment.
    • Aid in hiring, onboarding, and supervising work-study students.
    • Identify opportunities to improve workflows, documentation, and service delivery.
  • Respond to graduate student, faculty, and staff inquiries in a prompt, courteous, and solution-oriented manner.
    • Guide students and faculty through Graduate Catalog policies and academic processes.
    • Process academic forms and milestones (advisor changes, committee forms, thesis defenses, leaves, withdrawals, etc.).
    • Collaborate with campus partners including Admissions, Registrar, Financial Aid, Academic Affairs, and academic departments.
    • Support academic standing reviews, fellowship awards, contract preparation, and student record tracking in Banner and internal systems.

Requirements

• Four (4) years of relevant experience in an occupation related to the work assigned to this position, including work in communications, managing and organizing information, proficiency with common office technologies (email, spreadsheets, databases, web platforms), familiarity with database management and record-keeping protocols (Experience must be clearly documented in the work history section of your application. "See Resume" will not be accepted. Part time work will be pro-rated).
• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years. (TRANSCRIPTS MUST BE ATTACHED FOR EDUCATIONAL CREDIT)
• Prior experience working in the Office of Graduate Studies at Colorado School of Mines.
• Experience in event planning and execution, and experience in customer service.
• Experience in higher education, student services, academic administration, or program coordination.
• Event planning or project coordination experience.
• Familiarity with Canvas, content management systems, or newsletters.
• Proficient in systems such as Slate, Banner, Tableau, Workday.
• Experience supervising or leading student employees.
• Identify opportunities to improve workflows, documentation, and service delivery.

Qualifications

• Education: Bachelor's degree.
• Experience: Four (4) years of relevant experience in an occupation related to the work assigned to this position, including work in communications, managing and organizing information, proficiency with common office technologies (email, spreadsheets, databases, web platforms), familiarity with database management and record-keeping protocols (Experience must be clearly documented in the work history section of your application. "See Resume" will not be accepted. Part time work will be pro-rated).
• Preferred Qualifications: Prior experience working in the Office of Graduate Studies at Colorado School of Mines, Experience in event planning and execution, and experience in customer service, Experience in higher education, student services, academic administration, or program coordination, Event planning or project coordination experience, Familiarity with Canvas, content management systems, or newsletters, Proficient in systems such as Slate, Banner, Tableau, Workday, Experience supervising or leading student employees, Identify opportunities to improve workflows, documentation, and service delivery.

Skills

• Excellent communication skills.
• Strong organizational and time management skills.
• Ability to multitask and prioritize effectively.
• Proficiency with common office technologies (email, spreadsheets, databases, web platforms).
• Familiarity with database management and record-keeping protocols.
• Event planning and execution experience.
• Customer service experience.
• Higher education, student services, academic administration, or program coordination experience.
• Event planning or project coordination experience.
• Familiarity with Canvas, content management systems, or newsletters.
• Proficient in systems such as Slate, Banner, Tableau, Workday.
• Experience supervising or leading student employees.
• Identify opportunities to improve workflows, documentation, and service delivery.

Benefits

MINES IS PROUD TO OFFER EXCELLENT BENEFITS TO ATTRACT AND RETAIN EXTRAORDINARY TALENT. OUR PERKS INCLUDE: Medical, Dental, and Vision Insurance, Generous vacation and sick leave plus 13 paid holidays, State retirement plan (PERA), Parental Leave, Reduced cost tuition for employee and family members, Life and Disability Insurance, Professional growth and training opportunities, Access to technology and equipment, Colorado State Employee Assistance Program, Access to a world-class recreation center, Interaction with an international population and cultural events, BenefitHub state employee discount program, RTD Eco-Pass

Pay

Salary Range: $45,000 - $55,000 annually

Schedule

Full-time, exempt position. On-campus presence required (limited remote work may be available by approval).