Graduate Program Specialist

mines; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

Colorado School of Mines is seeking a Graduate Program Specialist within the Office of Graduate Studies to support recruitment, enrollment management, and student success across graduate programs.

The role involves advising graduate students, managing admissions for certificates and Master's programs, and collaborating with multiple campus offices to ensure timely progress toward degree completion.

Responsibilities

• Advise graduate students on coursework, degree requirements, policies, and deadlines.
• Serve as primary contact for graduate students through admission to graduation.
• Guide students through thesis/dissertation processes and graduation requirements.
• Counsel on policies, timelines, and resources (financial aid, housing, billing, enrollment verification).
• Advocate for students and process petitions, grade changes, and degree paperwork.
• Maintain accurate graduate records, track progress, and generate required reports.
• Monitor enrollment with Registrar to resolve registration issues.
• Provide timely information on opportunities, policies, and professional development.
• Utilize Mines Graduate Catalog and OGS policies to support degree completion for certificates and 4+1 programs.
• Maintain organized electronic records for files, surveys, and operations.
• Participate in admissions outreach and travel for fairs, conferences, and partner institutions.

Job description

Engineering a world of possibilities

The Graduate Program Specialist is a highly visible professional within the Office of Graduate Studies (OGS) who plays a critical role in supporting graduate student recruitment, enrollment management, and academic success.

Responsibilities

This position is responsible for increasing awareness of Mines's graduate programs, quality & quantity of applications, and enrollment of graduate students across all residential and online degree programs. The position manages admissions processes for all graduate degree programs while providing specialized student advising services for specifically-assigned Certificate and Master's Non-Thesis programs within the Energy & Materials Portfolio. The Graduate Program Specialist supports prospective and current graduate students throughout their academic journey. The Graduate Program Specialist must function with a high degree of independence in decision-making and function to allow for timely, and often individualized, attention and service to prospective and current graduate students.

Graduate Student Advising and Support (35%)

• Advise graduate students (Master's and PhD) on coursework, degree requirements, departmental and Mines policies, and critical deadlines.
• Serve as a primary point of contact for graduate students throughout their program, ensuring a smooth experience from admission through graduation.
• Guide students through thesis/dissertation processes, Graduate School documentation, and graduation requirements.
• Counsel students on policies, rules, timelines, and available resources (e.g., financial aid, housing, billing, enrollment verification).
• Advocate on behalf of students and process forms, including petitions, special actions, grade changes, and degree paperwork.
• Maintain accurate graduate student records, track academic progress, and generate reports as needed or required.
• Monitor enrollment each semester and work with Registrar to resolve registration or similar issues.
• Ensure students receive timely and accurate information regarding academic opportunities, policies, and professional development.
• Develop and utilize comprehensive knowledge of the Mines Graduate Catalog, Office of Graduate Studies (OGS) policies, departmental guidelines, and related procedures in order to effectively support graduate student degree completion. Responsibilities include but are not limited to providing guidance on graduate certificates, 4+1 Combined Degree programs, professional and coursework-based Master's programs, and online graduate offerings.
• Maintain organized electronic records and databases for student files, surveys, and program operations.
• Participate in admissions-related outreach and recruitment activities, with significant overnight travel to fairs, conferences, and partner institutions.

Graduate Student Recruitment and Admissions (55%)

• Serve as first point of contact for prospective graduate students, providing program-specific and admissions information.
• Read and make decisions on certificate and Master's Non-Thesis applications.
• Support the faculty admissions committee and graduate director in reviewing applications, tracking files, and addressing process issues.
• Develop and implement admissions processes to meet departmental needs, including systems to analyze applicant pool data.
• Create recruitment campaigns targeting undergraduates, early-career professionals, and other potential applicants.
• Lead recruitment & outreach events on and off campus, including graduate fairs, university visits, conferences, and corporate outreach.
• Host information sessions, online webinars, and in-person/virtual meetings with prospective students.
• Build and maintain relationships with feeder institutions, faculty, and companies to expand applicant pipelines.
• Collaborate with campus offices including but not limited to Department/IGP leadership, CASA, ISSS, the Registrar, Financial Aid, and the Bursar's Office to ensure alignment of recruitment and admissions efforts.
• Collaborate with Marketing and Communications to develop web content and digital recruitment materials.
• Guide graduate students through relevant policies, procedures, and requirements to ensure progress toward degree completion.
• Partner with Student Success Coordinators/Managers to share best practices and coordinate with the Office of Graduate Studies (OGS) on budgetary needs to effectively support the recruitment plan.

Assessment & Continuous Improvement (5%)

• Collect, interpret, and report data on admissions, enrollment, and diversity planning to evaluate program effectiveness.
• Conduct both qualitative and quantitative assessments of advising, admissions, and recruitment.
• Propose and implement improvements to enhance recruiting yield, advising quality, and student experience.
• Stay current with best practices by collaborating with other Student Success Coordinators/Managers and Graduate School leadership.
• Generate and compile reports on enrollment, student data, and departmen