Graduate Program Specialist

Colorado School of Mines•Colorado, CO

9d•$62,000 - $67,000•Onsite

About The Position

The Graduate Program Specialist is a highly visible professional in the Office of Graduate Studies (OGS), supporting graduate student recruitment, enrollment management, and academic success. The role increases awareness of Mines’ graduate programs, strengthens application quality and volume, and supports enrollment across residential and online degree programs. It manages admissions processes for graduate degree programs and provides specialized advising for assigned Certificate and Master’s Non-Thesis programs within the Energy & Materials Portfolio. The specialist supports prospective and current students throughout their academic journey, exercising a high degree of independence to provide timely, individualized service. The position advises graduate students on coursework, degree requirements, policies, deadlines, thesis and dissertation processes, and graduation requirements. It maintains student records, tracks academic progress and enrollment, resolves registration issues, and advocates for students through forms and petitions. The specialist also participates in outreach and recruitment, including significant overnight travel to fairs, conferences, and partner institutions. Recruitment and admissions responsibilities include serving as a primary contact for prospective students, reviewing Certificate and Master’s Non-Thesis applications, supporting faculty admissions committees, developing admissions processes and recruitment campaigns, leading events, hosting information sessions, and building relationships with institutions, faculty, and companies. The specialist collaborates with campus departments and marketing staff to coordinate recruitment and admissions efforts and develop digital materials. The role collects and analyzes admissions, enrollment, diversity-planning, advising, and recruitment data; reports metrics; and recommends improvements to recruitment yield, advising quality, processes, and student experience. The position is full-time and on campus. A hybrid schedule may be possible after an initial training period but is not guaranteed.

Requirements

Bachelor’s degree.
At least 2 years of experience in recruiting and/or formal advising of professionals or college students, or experience in a professional customer service and/or sales environment.
Excellent written and verbal interpersonal and communication skills.
Ability to interpret and apply academic policies and regulations.
Strong organizational and time-management skills and attention to detail.
Ability to work independently and make decisions with minimal supervision.
Ability to build and maintain relationships with diverse stakeholders.
Ability to travel overnight as required for recruitment activities.
Proficiency with communication platforms such as phone, Zoom, Teams, and webinar software.
Strong analytical skills for data analysis and reporting.
Ability to adapt communication style to different audiences and situations.
Commitment to supporting student success and retention.

Nice To Haves

Master’s degree.
At least 3 years of professional experience in higher education, student services, or a related field.
Experience in academic advising, student success programming, or enrollment management, preferably using Slate and Banner.
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 Slate, WorkDay, and 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

Advise graduate students on coursework, degree requirements, departmental and institutional policies, and critical deadlines.
Serve as a primary point of contact for students from admission through graduation and provide guidance on academic opportunities, policies, professional development, and available resources.
Guide students through thesis and dissertation processes, Graduate School documentation, and graduation requirements.
Advocate for students and process petitions, special actions, grade changes, and degree paperwork.
Maintain accurate student records, track academic progress, monitor enrollment, generate reports, and resolve registration issues with the Registrar.
Maintain organized electronic student files, surveys, databases, and program-operation records.
Develop knowledge and apply the Graduate Catalog, OGS policies, departmental guidelines, and related procedures to support degree completion.
Participate in admissions outreach and recruitment activities, including overnight travel to fairs, conferences, and partner institutions.
Serve as the first point of contact for prospective graduate students and provide program and admissions information.
Read and make decisions on Certificate and Master’s Non-Thesis applications.
Support faculty admissions committees and graduate directors by reviewing applications, tracking files, and resolving process issues.
Develop admissions processes and systems to analyze applicant-pool data.
Create recruitment campaigns for undergraduates, early-career professionals, and other potential applicants.
Lead recruitment and outreach events on and off campus, including graduate fairs, university visits, conferences, and corporate outreach.
Host information sessions, online webinars, and in-person or virtual meetings with prospective students.
Build and maintain relationships with feeder institutions, faculty, and companies to expand applicant pipelines.
Collaborate with campus offices and program leadership to align recruitment and admissions efforts.
Collaborate with Marketing and Communications to develop web content and digital recruitment materials.
Partner with Student Success Coordinators/Managers and OGS on best practices and budgetary needs for recruitment plans.
Collect, interpret, and report admissions, enrollment, diversity-planning, student, and departmental data.
Conduct qualitative and quantitative assessments of advising, admissions, and recruitment.
Propose and implement improvements to recruitment yield, advising quality, processes, and student experience.
Stay current with best practices through collaboration with Student Success Coordinators/Managers and Graduate School leadership.
Perform additional responsibilities as assigned to support students, OGS, and Mines.

Benefits

Flexible health and dental care options.
Generous sick and vacation time.
13 paid holidays per year, including a week-long campus winter break.
Retirement plan fully vested on the first day of employment, with an 11% employee contribution and 12% employer contribution for University Staff positions.
Tuition benefits: 6 credits per year for employees and a 50% discount for dependents.
Free RTD Ecopass.
Discount programs through the State of Colorado.
Free tickets for Mines Athletics home games.
Access to the Recreation Center, including fitness classes, training, and a swimming pool.
Equipment rentals through the Outdoor Recreation Center.
Access to an on-campus daycare center.