Program Assistant - Office of Graduate Studies

Overview

Department Information Colorado School of Mines (Mines) is an internationally preeminent teaching and research university dedicated to meeting the resource development needs of a rapidly evolving, technology-based society. Mines was selected by the Colorado State Legislature as the state's first "exemplary institution" of public higher education due to our "high degree of responsibility and capability with regard to academic and administrative functions."

Colorado's oldest public university, Mines is located in Golden, Colorado at the gateway of the Rocky Mountains, 13 miles west of downtown Denver and 21 miles south of Boulder.

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 pension 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
• 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. 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.

Graduate Programming & Events

• 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

Office Operations & Technical Support

• 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

Student Services & Academic Support

• Respond to graduate student, faculty, and staff inquiries in a prompt, courteous, and solution-oriented manner
• 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

Other Duties

• Contribute flexibly to OGS priorities and initiatives that…