Graduate Program Specialist, Office of Graduate Studies

Colorado School of Mines • Colorado Springs, CO

4d • $62,000 - $67,000

About The Position

The Office of Graduate Studies at Colorado School of Mines is hiring for a Graduate Program Specialist. The Graduate Program Specialist (GPS) is a highly visible professional within the Office of Graduate Studies (OGS) who plays a critical role in supporting graduate student recruitment, enrollment management, and academic success. This position is responsible for increasing awareness of Mines’s graduate programs, quality & quantity of applications, and enrollment of graduate students across all residential and online degree programs. The specialist will also manage admissions processes and advising duties for specified graduate degree programs. The Graduate Program Specialist will support prospective and current graduate students throughout their academic journey. The Graduate Program Specialist must operate with a high degree of independence in decision-making and function to allow for timely, and often individualized, attention and service to prospective and current graduate students.

Requirements

• A bachelor’s degree in business, communication, counseling education, engineering, science, or related field.
• 2+ years of experience in recruiting and/or formal advising of professionals and/or college students, or experience in a professional customer service and/or sales environment.
• Excellent interpersonal and communication skills, both written and verbal
• Ability to interpret and apply academic policies and regulations
• Strong organizational and time management skills with attention to detail
• Demonstrated ability to work independently and make decisions with minimal supervision
• Ability to build and maintain relationships with diverse stakeholders
• Capability to travel overnight as required for recruitment activities
• Proficiency in a variety of communication platforms (phone, Zoom, Teams, webinar software)
• Strong analytical skills for data analysis and reporting
• Ability to adapt communication style to various audiences and situations
• Commitment to supporting student success and retention

Nice To Haves

• A Master’s degree in business, communication, education, engineering, science, or related field.
• 3+ years of professional experience in higher education, student services, or related field
• Experience in academic advising, student success programming, or enrollment management
• Demonstrated experience working with graduate students or adult learners
• Strong knowledge of graduate education processes, policies, and procedures
• Proficiency in student information systems and CRM platforms
• Experience with currently used software including Slate, Workday, OnBase
• Experience with STEM graduate programs or technical fields
• Previous recruitment or admissions experience in higher education
• Knowledge of Colorado School of Mines programs and culture

Responsibilities

• Serve as a primary point of contact for graduate students throughout their program, ensuring a smooth experience from admission through graduation.
• Advise graduate students (Certificate, Master’s and PhD) on degree requirements, departmental and Mines policies, progress milestones, and critical deadlines.
• In collaboration with research/academic advisors as appropriate, guide students through all applicable steps of their programs, including but not limited to advanced coursework completion, thesis/dissertation processes, and graduation requirements.
• Counsel students on policies, rules, timelines, and available resources (e.g., financial aid, housing, billing, enrollment verification).
• Advocate on behalf of students and process forms, including petitions, special actions, grade changes, degree paperwork, and contracts for funding as applicable.
• Maintain accurate graduate student records, track academic progress, and generate reports as needed or required.
• Monitor enrollment each semester and work with the Registrar to resolve registration or similar issues.
• Ensure students receive timely and accurate information regarding academic opportunities, policies, and professional development.
• Develop and utilize comprehensive knowledge of the Mines Graduate Catalog, OGS policies, departmental guidelines, and related procedures in order to effectively support graduate student degree completion.
• Responsibilities include but are not limited to providing guidance on graduate certificates, 4+1 Combined Degree programs, professional and coursework-based Master’s programs, and online graduate offerings.
• Maintain organized electronic records and databases for student files, surveys, and program operations.
• Work with graduate departments/programs and partner offices/organizations both on- and off-campus to design and implement effective recruitment campaigns.
• Build and maintain relationships with feeder institutions, faculty, and companies to expand applicant pipelines.
• Lead recruitment & outreach events on and off campus, including graduate fairs, university visits, conferences, and corporate outreach; significant overnight travel may be required.
• Collaborate with Marketing and Communications to develop web content and digital recruitment materials.
• Serve as first point of contact for prospective graduate students, providing program-specific and admissions information.
• Host information sessions, online webinars, and in-person/virtual meetings with prospective students.
• Develop and implement admissions processes to meet departmental/program needs, including systems to analyze applicant pool data.
• Read and make decisions on Certificate and Master’s Non-Thesis applications based on Department-provided guidance.
• Support the faculty admissions committee and graduate director in reviewing applications, tracking files, and addressing process issues.
• Collaborate with campus offices including but not limited to Department/IGP leadership, CASA, ISSS, the Registrar, Financial Aid, and the Bursar's Office to ensure alignment of recruitment and admissions efforts, in addition to support of enrolled students.
• Partner with Graduate Program Specialists/Managers to share best practices and coordinate with the OGS on budgetary needs to effectively support the recruitment plan.
• Collect, interpret, and report data on admissions, enrollment, and graduate student demographics to evaluate program effectiveness.
• Conduct both qualitative and quantitative assessments of advising, admissions, and recruitment.
• Propose and implement improvements to enhance recruiting yield, advising quality, and student experience.
• Stay current with best practices by collaborating with other GPS/Managers, faculty advisors, department/program directors, and OGS leadership.
• Generate and compile reports on enrollment, student data, and departmental metrics.
• Recommend process improvements based on data analysis, student outcomes, and program needs.
• Perform additional responsibilities as assigned to support the success of students, OGS, and Mines.

Benefits

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass
• All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state-of-the-art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center.
• We are proud to have recently opened an on campus daycare center.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees