Program Assistant I - Office of Graduate Studies

State of Colorado•Golden, CO

15h•Onsite

About The Position

Make an impact at one of the nation’s top STEM universities. 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. In this role, you’ll be the front door to Graduate Studies, supporting students, faculty, and staff while helping plan and deliver programming that shapes the graduate student experience from orientation through graduation. About the Office of Graduate Studies OGS supports graduate students across Mines by overseeing academic progress and degree completion, maintaining graduate policies, managing graduate assistantships, and advancing enrollment, retention, and student engagement initiatives. Our work directly impacts the success of graduate programs and the student experience campus-wide.

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). OR 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)

Nice To Haves

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
Experience working with student information systems (e.g., Banner)
Proficient in systems such as Slate, Banner, Tableau, Workday.
Familiarity with Canvas, content management systems, or newsletters
Experience supervising or leading student employees
Prior relevant state service

Responsibilities

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
Support biannual graduate Commencement ceremonies
Compile and distribute a monthly Graduate Student Newsletter
Identify new opportunities to strengthen graduate recruitment, enrollment, and retention
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
Coordinate staff travel, expense reports, meetings, and events
Manage office needs such as orders, supplies, and equipment
Assist with 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
Manage emails submitted to the [email protected] inbox
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
Contribute flexibly to OGS priorities and initiatives that support graduate student success