Program Assistant I - Mechanical Engineering Department

State of Colorado; Golden (CO); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

13 paid holidays

Paid vacation and sick leave

Free access to Mines events for you &

Job summary

Colorado School of Mines is seeking a Program Assistant I in the Mechanical Engineering Department to support graduate and undergraduate programs, events, and administrative operations including HR, payroll, and research funding coordination.

The role emphasizes coordination of department events, course scheduling, and budgeting while maintaining an inclusive environment and strong communication with students, faculty, and staff.

Qualifications

• Four (4) years of relevant experience in communications, managing and organizing information; must handle competing priorities.
• Combination of related education and/or relevant experience equal to four (4) years; transcripts required for educational credit.
• Experience with Workday, Microsoft Office suite, web content management, and social media is preferred.

Responsibilities

• Coordinate Graduate Program recruitment efforts and events.
• Manage TA hiring and payroll processes; support graduate and undergraduate program operations.
• Organize department events including seminars, guest speakers, and recruitment activities.
• Support faculty with fund management, purchasing, and space usage tracking; maintain department websites and social media.

Skills

Interpersonal communication

Budget management

Event coordination

Teamwork

Adaptability

Content creation

Education

Bachelor's degree in business/communications/marketing

Tools

Workday

Microsoft Word

Excel

Outlook

PowerPoint

OnBase

Social media management

Job description

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Located in the foothills of the Rockies, a short walk from downtown Golden, Colorado, Mines campus is home to a close-knit community of change makers, boundary breakers and problem solvers.

Not an engineer? No problem! Join the Mines team as a Program Assistant I in the Mechanical Engineering department, playing a key role in departmental event planning, program coordination, and administrative operations—including HR, payroll, and research support.

We offer a comprehensive portfolio of benefits to our classified workforce, including medical, dental, life, short and long-term disability plans, dependent tuition benefit, and retirement plans. Benefits begin the first of the month following your start date.

Other perks include:

• 13 paid holidays per year
• Paid vacation and sick leave which starts accruing your first month!
• Free access to Mines varsity sporting events for you and 3 guests!

The Mechanical Engineering Department (ME) offers cutting-edge undergraduate and graduate programs, empowering almost 2,400 students to become leaders in engineering, research, and service. With a team of 50+ world-class faculty and a vibrant community of research experts, adjuncts, and visiting scholars, we’re driving breakthroughs in engineering and technology. The Mechanical Engineering Department prides itself on providing a challenging yet rewarding experience for students to develop as engineers, scholars and citizens. The department has experienced unprecedented growth over the past five years and currently represents 37% of the Mines student body.

To meet the demands of our expansion, we seek a full-time Program Assistant I to allow us to continue delivering excellence. This vital role supports a wide range of administrative and clerical functions, including:

• Department events
• Graduate and undergraduate programs
• Hiring and payroll
• Research funding coordination

The Program Assistant will play a key role in event planning, program coordination, and administrative operations—including HR, payroll, and research support.

Key Responsibilities include:

Graduate Program Support

• Coordinate recruitment efforts and graduate events
• Manage teaching assistant hiring and payroll processes
• Provide administrative support for graduate student operations

Undergraduate Program Support

• Assist with course scheduling and room assignments
• Process student course changes
• Oversee hourly student budgets and course support funding
• Handle administrative and payroll actions

Department Event Planning & Execution

• Organize department events including seminars, guest speakers, recruiting activities, and community-building gatherings
• Manage logistics such as advertising, catering, travel arrangements, reimbursements, and guest support

Administrative Operations

• Support faculty with fund management
• Facilitate faculty ordering and purchasing
• Serve as building proctor, overseeing access and maintenance
• Track department space usage
• Manage website and social media content

Please note: this position reports to campus Monday - Friday; 8:00 - 5:00

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:

H4R1XX PROGRAM ASSISTANT I

MINIMUM QUALIFICATIONS:

Experience Only:

Four (4) years of relevant experience in an occupation related to the work assigned to this position, including work in communications, managing and organizing information, must be able to manage competing priorities, have familiarity with marketing and outreach (Experience must be clearly documented in the "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 four (4) years. (TRANSCRIPTS MUST BE ATTACHED FOR EDUCATIONAL CREDIT)

Necessary Knowledge, Skills, and Abilities:

• Strong interpersonal and communications skills; ability to analyze, investigate and solve problems.
• Proficiency in coordinating resources, managing complex budgets, and establishing priorities.
• Experience in webpage management, social media engagement, and content creation.
• Demonstrated ability to be detail-oriented, work in a team-oriented environment, as well as independently, and adapt to change in the workplace.
• Commitment to creating an inclusive environment and demonstrated ability to work effectively with postsecondary students, faculty and staff of diverse backgrounds.
• Ability to be sensitive to the needs and concerns of faculty, staff, and students and other members of the University in a manner that is professional, objective and easily understood.
• Experience using computer applications, software tools, databases, including Workday, Microsoft Word, Excel, Outlook, PowerPoint, OnBase and other relevant technologies.

PREFERRED QUALIFICATIONS:

• Prior experience working in Higher Education strongly preferred
• Prior experience working at Colorado School of Mines strongly preferred
• Professional experience using Workday
• Education in business management, communications, marketing, or closely related field.
• Supervisory experience.
• Experience planning and executing events
• Experience with the design and creation of newsletters, brochures, and other branded materials.
• Prior relevant state experience

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.

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.