Program Specialist

Colorado School of Mines; Golden (CO); On-site; USD 62,000 - 67,000; Full time

Benefits offered by this job

Health and dental benefits

Paid time off and holidays

Retirement plan with employer match

Tuition benefits for employees and/or/

RTD Ecopass

Job summary

Colorado School of Mines is seeking a Graduate Program Specialist to support graduate student recruitment, enrollment management, and academic success. The role oversees admissions for all graduate programs, provides advising for Certificate and Master’s Non-Thesis options, and partners with multiple offices to ensure smooth progress from admission through graduation.

The position requires guiding students through policies and deadlines, maintaining records, and participating in outreach with

Qualifications

• Minimum 2 years recruiting or advising experience in higher education or related field.
• Strong communication and interpersonal abilities with diverse stakeholders.
• Ability to interpret academic policies and manage timelines.
• Excellent organizational and reporting skills.

Responsibilities

• Advise graduate students on coursework, degree requirements, and policies.
• Serve as primary contact for graduate students from admission to graduation.
• Guide thesis/dissertation processes and graduation documentation.
• Develop admissions processes and analyze applicant data.
• Lead recruitment events and develop outreach campaigns.
• Collaborate with campuses and offices to align recruitment and admissions.

Skills

Interpersonal skills

Policy interpretation

Organization

Travel readiness

Digital communication tools

Analytical skills

Adaptability

Student success focus

Tools

Slate

WorkDay

OnBase

Job description

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.
• 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 departmental metrics.
• Recommend process improvements based on data analysis, student outcomes, and program needs.

Other Duties as Assigned (5%)

• Perform additional responsibilities as assigned to support the success of students, OGS, and Mines.

Minimum Qualifications

Minimal Level of Education and Experience:

• +2 years of experience in recruiting and/or formal advising of professionals and/or college students, or experience in a professional customer service and/or sales environment.

Knowledge, Skills, and Abilities and Other Attributes (KSAOs):

• Excellent interpersonal and communication skills, both written and verbal
• Ability to interpret and apply academic policies and regulations
• Strong organizational and time management skills with attention to detail
• Demonstrated ability to work independently and make decisions with minimal supervision
• Ability to build and maintain relationships with diverse stakeholders
• Capability to travel overnight as required for recruitment activities
• Proficiency in a variety of communication platforms (phone, Zoom, Teams, webinar software)
• Strong analytical skills for data analysis and reporting
• Ability to adapt communication style to various audiences and situations
• Commitment to supporting student success and retention

Preferred Qualifications

Desired level of Education and Experience:

• +3 years of professional experience in higher education, student services, or related field
• Experience in academic advising, student success programming, or enrollment management preferably using software programs such as Slate and Banner
• Demonstrated experience working with graduate students or adult learners

Knowledge, Skills, and Abilities and Other Attributes (KSAOs):

• Strong knowledge of graduate education processes, policies, and procedures
• Proficiency in student information systems and CRM platforms
• Experience with currently used software including Slate, WorkDay, OnBase
• Experience with STEM graduate programs or technical fields
• Previous recruitment or admissions experience in higher education
• Knowledge of Colorado School of Mines programs and culture

About Mines & Golden, CO

When the world looks for answers, the world looks to Mines.

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. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 36 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2025).

Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.

At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size.

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 diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience?

Look to Mines.

Annual Rate

$62,000 to $67,000

This position is full-time on campus. A hybrid schedule may be possible after an initial training period; however, it is not guaranteed.

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

In addition to the amazing benefits mentioned below, Mines continues to show its dedication to its employees by offering an 11% employee contribution through our Mines Defined Contribution Plan and an incredible 12% employer contribution with immediate 100% vesting for our University Staff positions!

Colorado School of Mines offers a robust portfolio of benefits for all employees.

For this role, that includes:

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state‑of‑the‑art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits.