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Program Assistant I - Metallurgical and Materials Engineering (MME) Department

Colorado School of Mines

Salary: $4,449.47 - $5,026.67 Monthly

Job Type: Full Time

Job Number: GLA - JR108244 - 03/26

Location: Golden, CO

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 inGolden, 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

• https://stateofcolorado.benefithub.com/ state employee discount program

• RTD Eco-Pass

Description of Job

The Metallurgical & Materials Engineering (MME) Department at Colorado School of Mines is seeking a detail-oriented, collaborative, and highly organized Program Assistant I to provide vital administrative, academic program, financial, and student support. As one of the central hubs of the department, this position plays a key role in ensuring smooth day-to-day operations while partnering closely with faculty, staff, students, and visitors.

This is a great opportunity for an administrative professional who thrives in a supportive, community-oriented environment and is excited to contribute to the success of a tight-knit academic department.

Responsibilities

Departmental Administration & Office Operations

• Serve as the primary administrative contact for faculty, staff, students, alumni, and visitors (in-person, email, phone).

• Develop and manage office procedures to ensure efficient daily operations in collaboration with the Department Head, Associate Department Head, and Department Manager.

• Maintain departmental records, files, and documentation.

• Record minutes for faculty and staff meetings and monitor action items.

• Serve as building proctor, managing office, lab, and conference room access.

• Hire, schedule, train, supervise, and evaluate student office employees and work-study staff.

Academic Program & Student Support

• Manage administrative tasks for the undergraduate program, including course scheduling coordination and CLSS updates for fall, spring, and summer terms.

• Support undergraduate advising activities, student questions, and course processes (including Field Session and Senior Design).

• Assist Department Manger with graduate program administrative needs as requested.

• Collect, compile, and analyze academic data (enrollment, degrees awarded, minors).

• Serve as initial point of contact for prospective student visits.

• Prepare undergraduate contracts for academic support roles.

Events, Communications & Outreach

• Plan, coordinate, and evaluate departmental events such as seminars, meetings, recruiting activities, and special gatherings.

• Handle event logistics including catering, room reservations, travel arrangements, and guest support.

• In coordination with the Department Manger, maintain and update department marketing and communications materials (digital signage, brochures, displays, announcements).

• Manage department social media content and assist with marketing efforts.

• Produce the semiannual departmental newsletter and support website updates.

Financial & Administrative Support

• Process purchasing transactions, reimbursements, and office supply orders.

• Assist with hiring paperwork and HR-related administrative tasks.

• Support ABET accreditation activities (occurs approximately every six years).

• Perform additional administrative duties as assigned.

Work Environment & Growth Opportunities

The MME Department is one of the smaller academic units on campus-something that contributes to its strong sense of community and positive work environment. This role works closely with the Department Manager, Department Head, Associate Department Head, faculty, staff, student employees, and the broader campus community.

Common career paths include advancement into Department Manager or other administrative roles across Mines. This position offers excellent exposure to academic administration and the opportunity to develop deep relationships within a supportive team.

This position is Full-time | On-campus | Monday-Friday, 8:00 a.m.-5:00 p.m.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

H4R1XXhttps://drive.google.com/file/d/0B4enHpLSVk4eTWxjeTRFZUdkaXc/view?usp=sharing&resourcekey=0-r4wY5_QO7RB4jLunEk9ppw

MINIMUM QUALIFICATIONS:

Experience Only:

Four (4) years of relevant experience in administrative support, communications, program coordination, event planning, or managing information. (Experience must be fully documented in the Work History section of the application. "See Resume" will not be accepted. Part-Time work will be pro-rated)

OR

Education and Experience:

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)

Desired Skills & Competencies

• Strong interpersonal, written, and verbal communication skills.

• Ability to manage competing priorities, stay organized, maintain accuracy, and independently solve problems.

• Proficiency with common administrative software and systems (Microsoft Word, Excel, Outlook, PowerPoint, Workday, OnBase, and related technologies).

• Ability to work collaboratively with the Department Manager while also thriving independently with minimal direction.

Appeal Rights:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at mailto:dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at within ten (10) calendar days from your receipt of notice or acknowledgement of the Department's action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Pers