Program Assistant - Office of Graduate Studies

Benefits

• Medical, Dental, and Vision Insurance
• Generous vacation and sick leave plus 13 paid holidays
• State retirement plan (PERA)
• Parental Leave
• Reduced cost tuition for employees 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
• Benefit Hub state employee discount program
• RTD Eco-Pass

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. The role functions as the front door to Graduate Studies, supporting students, faculty, and staff while planning and delivering programming that shapes the graduate student experience from orientation through graduation.

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.

• 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 promptly, courteously, and solution‑oriented.
• Manage emails submitted to the grad.services 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.

• Be part of a mission‑driven university recognized for academic excellence and innovation.
• Make a direct impact on graduate student success and experience.
• Collaborate with passionate colleagues across campus.
• Enjoy the benefits of state employment, including work‑life balance, competitive benefits, and professional development opportunities.
• Work in Golden, Colorado, at the foothills of the Rocky Mountains.

• Full‑time, exempt position.
• On‑campus presence required (limited remote work may be available by approval).
• Background check required.
• Some evening or occasional event support may be required.

• A resume.
• A cover letter describing your interest and relevant experience.

• Four (4) years of relevant experience in an occupation related to the work assigned to this position,…