Administrative Assistant III - Mechanical Engineering

State of Colorado; Golden (CO); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Vacation & holidays

PERA pension

Parental leave

Tuition assistance

Life & disability insurance

Professional growth

Tech access

Employee assistance program

Rec center access

International events

Employee discounts

Eco-Pass

Job summary

Colorado School of Mines in Golden, CO seeks an experienced Administrative Office Manager for the Mechanical Engineering department. You will be the first contact for visitors, manage office workflows, and support faculty and students across travel, purchasing, and records.

You will lead student staff, coordinate resources, and ensure HR/payroll tasks are accurate. Mines offers professional growth and a collaborative academic community.

Qualifications

• Experience in office management or administrative support in higher education.
• Ability to lead and mentor student employees.
• Comfortable with university systems and technology.
• Strong organizational and communication skills.

Responsibilities

• Manage the Main Office and serve as first point of contact.
• Coordinate administrative operations and events.
• Support faculty and students with travel, reimbursements, materials, purchasing, and records.
• Lead and train student staff, fostering a professional environment.
• Schedule conference rooms, manage access, and liaise with IT.
• Assist with HR and payroll tasks and maintain personnel documentation.

Skills

Organizational skills

Multitasking

Communication skills

Interpersonal abilities

Office management

Mentoring student staff

Technology proficiency

Education

Three years of related experience

Education + experience equivalent to three years

Tools

Workday

Job description

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. Mineswasselected 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
• BenefitHubstate employee discount program
• RTD Eco-Pass

What You’ll Do

As a key member of the Mechanical Engineering department, you will:

• Manage the Main Office: Serve as the first point of contact for visitors, faculty, and students. Ensure a welcoming and professional atmosphere.
• Coordinate Administrative Operations: Oversee office workflow, implement efficient processes, and provide support for departmental programs and events.
• Support Faculty & Students: Handle travel requests, reimbursements, course materials, purchasing, and maintain student and faculty records.
• Lead Student Staff: Recruit, train, and supervise student workers, fostering a positive and professional work environment.
• Facilitate Campus Resources: Schedule conference rooms, manage building access, and coordinate with IT for technology needs.
• Assist with HR & Payroll: Process student contracts, approve timecards, and maintain accurate personnel documentation.

What We’re Looking For

• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Experience in office management or administrative support
• Ability to lead and mentor student employees
• Comfortable with technology and university systems

Why Join Us?

• Be part of a collaborative academic community
• Work in a dynamic environment where no two days are the same
• Opportunities for professional development and growth
• Make a meaningful impact on the success of faculty, staff, and students

Residency Requirement:

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

Minimum Qualifications:

• Experience Only: Three (3) years of relevant experience in an occupation related to the work assigned to this position. Experience must be clearly documented in "Work History" section of your application. "See Resume" will not be accepted.
• OR
• Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years. (Transcripts must be attached for educational credit)

Preferred Qualifications:

• Proficiency with spreadsheet and word processing software (i.e. Word and Excel).
• Prior experience with daily interaction with students, staff and faculty require this position to possess strong interpersonal and customer service skills and the ability to establish rapport with people from all backgrounds in a higher education setting
• Prior experience in a professional office setting, managing and prioritizing multiple tasks
• Must have experience using discretion and be able to work confidentially with sensitive and protected information.
• Workday experience is a big plus
• Prior relevant state service

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 [e-mail] 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 spb.colorado.gov/board-rules.

Additional Information and Reasonable Accommodation Requests

It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at [e-mail] or 303.273.3250 for assistance.

Successful completion of a background investigation is required for this position.

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequality or concerns for safety.

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a rich and vibrant diverse and inclusive community, where our different perspectives and experiences enrich the educational and work experience?

Look to Mines.