Program Assistant I - Civil and Environmental Engineering Department.

Department Information

Make a difference in higher education!

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 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
  
  

Description Of Job

Program Assistant I is responsible for the seamless operation of the Civil and Environmental Engineering Department (CEE) by supporting administrative staff, faculty and students in a professional and sensitive manner. This role involves diverse administrative tasks including office support, financial management, event coordination, data analysis, and student advising. From managing budgets and coordinating events to supervising student workers and fostering an inclusive environment, the Program Assistant I has a key role in ensuring the department's success. The CEE Department is seeking a candidate with strong organizational skills, attention to detail, ability to problem solve independently and thrive in a dynamic team environment.

Primary Responsibilities

Faculty, Department and Facilities Administrative Support

• Provides administrative leadership for the department or research group(s) that may include direct interaction with faculty, staff, students, administrators, employer recruiters, alumni, and visitors (emails, phone calls, and walk-in traffic).
• Coordinates with the DH on faculty promotion and tenure process. This may include assembling and organizing materials/file, coordinating with departmental promotion and tenure committee, and following through on behalf of DH on coordination with college dean’s office and Academic Affairs.
• Gathers and compiles information for faculty evaluations (Faculty Data Reports – FDR’s), and once complete forwards the records to the college Dean.
• Manages conference rooms and laboratory access as well as office space for faculty, graduate students, staff and visiting scholars. Responsible for determining building access and removing building access. Building access proctor for 4 campus buildings/spaces (CO, CH, GRL, and the Wind Tunnel).
• Coordinate and execute the interviewing, hiring and training of new work-study office employees.
• Act as the direct supervisor for the Department’s student employees; manage schedules, delegate tasks and ensure they work productively and meet deadlines and company standards.
• Assist DH, DM and faculty with external guests and coordinating campus visitations, collecting guest information and necessary forms, making travel reservations, and supporting guests with financial reconciliation post-visit.
• If appropriate, works with DH, Foundation staff, and Department’s faculty to identify fundraising opportunities, coordinate between Foundation and Department’s communications and tasks, support fund-raising with communication and outreach to Alumni, and design appropriate marketing materials.
• Collect, assemble, and analyze various types of data related to the department, such as enrollment numbers, degrees granted, and number of minors.
  
  

Financial Analysis and Budget Support

• Work with the Department Manager on management and tracking of CEE operating budgets including various student clubs, foundations, and associations. May include reconciliation of accounts, reallocation of procurement card purchases and preparing financial and budget reports using Mines systems.
• Work with students to coordinate all associated travel details, including reservations and ticket purchasing; following-up with students after travel to submit proper travel and expense reports and supporting documentation.
• Builds and develops department annual budget projections for strategic planning use by the Department Manager and Department Head, prepares associated supplemental and reference materials (e.g., spreadsheets, reports, PowerPoint presentations) and recommendations, when necessary; performs research into proposed operating expenditures and purchases to support requests and recommendations.
• Conduct or coordinate departmental training (department-wide, small groups, or individually) on purchasing requirements, travel policies, and other school financial policies as needed.
  
  

ABET Assessment Reporting and Support

• Assists the DH and faculty with the implementation of ABET and MINES required assessment reports at the undergraduate level.
• Develops and implements procedures for preparing and managing the production of internal and external departmental reports.
• Assists the DH and faculty with the implementation of the MINES assessment requirements for the graduate program.
• Supports the chair(s) of the department curriculum/assessment committee(s) to establish methods to collect and evaluate assessment data. This includes but is not limited to faculty CVs, ABET and course syllabi, course assessments, survey data and course materials. This task may include managing the student employees necessary to assist with portions of organization efforts, and include managing the departmental ABET Canvas site.
• Generates or assists with the generation of a variety of reports requested by the MINES administration (e.g., requests for the number of sections taught per faculty, requests for the number of research credits taught per faculty, etc.), as it applies to the accreditation process.
  
  

Undergraduate Program Advising Support and Event Support

• Assist CASA Rep. with undergraduate program advising, process Registration Action Forms (RAF) and create undergraduate research contracts for student employees.
• Update recruiting marketing materials and coordinate recruiting events with help from AAIII.
• Manage and coordinate UG Student Ambassador program.
• Provide planning and logistical support to the Department Head, Department Manager, faculty, staff and students with special projects and events.
• Help identify event needs, including type and size of space as well as technology needs and refreshments.
• Serve as liaison with service providers and vendor personnel, as needed.
  
  

Please note: this position is on-campus Monday – Friday from 8am – 5pm along with occasional nights and weekends based on programmatic needs.

Residency Requirement

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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 years of experience in an occupational field related to the work assigned to the position including:

• 3 years administrative experience related to project and program management and operational oversight.
• 2 years of experience with developing, monitoring, and managing budgets, resource management, and financial reporting.
• Demonstrated experience planning and executing events.
  
  

Experience must be clearly documented on application in the Work History section.

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

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, Banner, Microsoft Word, Excel, Outlook, PowerPoint, OnBase and other relevant technologies.
  
  

Preferred Qualifications

Education and Experience:

• Additional education (certificate, masters, second bachelors, etc.) in business management, communications, marketing, or closely related field.
• 3 years in a management position that includes student or employee supervisory experience.
• 2 years of experience planning and executing events.
• Work experience in STEM fields in higher education.
  
  

Knowledge, Skills, And Abilities

• Experience with the design and creation of newsletters, brochures, and other branded materials.
• A demonstrated commitment to promoting and enhancing diversity, inclusion, and access.
• Vocational success within a team environment.
  
  

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 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 spb.colorado.gov/board-rules .

Supplemental Information

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. The Colorado Department of Public Health and Environment is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator at benefits@mines.edu .