Job Details
Administrative Assistant III - Computer Science Department; Outreach & Student Services
Administrative Assistant III - Computer Science Department; Outreach & Student Services
Colorado School of Mines
Salary: $24.45 - $29.00 Hourly
Job Type: Full Time
Job Number: GLA - JR108377 - 04/26
Location: Golden, CO
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 retirement 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
The Computer Science Department at Colorado School of Mines is seeking a highly organized, proactive, and service-oriented Administrative Assistant III - Outreach & Student Services. This is an in-person role based in the CS main office, where the position serves as a primary front-line presence and a key administrative partner supporting department operations, student services, and outreach programming.
This position is supervised by the Department Manager and receives additional direction from the Department Head. The Administrative Assistant III works closely with faculty, staff, students, campus partners, and external stakeholders and is often the "face" of the department for in-person interactions.
Key ResponsibilitiesOffice Management, Administration, and Departmental Support
- Manage daily operations of the Computer Science main office, including providing reception services, greeting visitors, answering inquiries, and directing individuals appropriately.
- Create, implement, and regularly evaluate office practices and procedures in coordination with department managers, department heads, faculty, students, and staff.
- Provide department leadership with supplemental details, ideas, and solutions to support effective administration of academic and program operations.
- Prioritize departmental workload; organize and coordinate assigned office operations; define office workflows and recommend improvements to administrative processes.
- Process departmental requests and documentation, including:
- Faculty, visiting scholar, staff, and student paperwork
- Travel and reimbursement requests
- Course book orders and course evaluations
- Purchasing and accounting documentation
- Maintenance of mailing lists, databases, departmental records, and student files
- Complete and track undergraduate contracts each semester.
- Oversee poster printing for the department and serve as point of contact for external printing services.
- Assist with room reservations for classes, meetings, and events.
- Provide support for facilities and maintenance requests (furniture, A/V, space needs).
- Support and coordinate office and lab moves as needed.
- Schedule computer labs and coordinate with ITS on installations of computers, projectors, and software; submit and track help desk requests.
- Coordinate travel arrangements for faculty, Department Head, staff, students, faculty candidates, and visitors, including allocation and tracking of travel funds.
- Complete, verify, submit, and audit travel and expense reports.
- Manage Workday transactions, assisting faculty and staff with travel and purchasing submissions and processing reimbursements.
- Oversee registration action forms and related documentation.
- Assist with course scheduling and instructional logistics.
- Serve as the primary point of contact for Computer Science student organizations, including:
- Budget tracking and purchasing
- Advising on Mines policies
- Coordinating meetings and events
- Supporting communications and general operations
- Organize and administer Dectech academic-year and summer camps, including:
- Soliciting and communicating with participants
- Ensuring completion of required forms and payments
- Assisting with staffing and scheduling
- Creating contracts and program documentation
- Surveying participants and summarizing feedback
- Managing physical inventory and supplies
- Maintaining and updating marketing materials
- Promoting programs and ensuring compliance with Mines policies
- Overseeing daily camp operations in coordination with lead staff and instructors
- Support additional outreach initiatives such as Aspirations programs and summer research programs, including:
- Advertising programs and attending planning meetings
- Working with outside agencies and campus partners
- Reviewing applications and communicating with applicants and parents
- Planning and supporting large-scale events
- Ordering materials and tracking budgets
- Collaborating with faculty, staff, and student assistants
- Assist with and oversee other outreach programs as needed
- Support logistics for departmental events, orientations, workshops, and meetings.
- Assist with event planning, scheduling, ordering materials, and on-site coordination.
- Support student organization initiatives and department-sponsored programming.
- In the absence of the Program Administrator, assist with co-supervision and training of student employees working in the department office/front desk.
- Delegate and oversee student tasks such as mail distribution, errands, filing, database updates, bulletin boards, and special projects.
- Provide guidance on professional practices and office procedures; provide corrective feedback when needed.
- Perform additional administrative and operational support tasks as assigned to meet departmental needs.
- Duties may vary depending on departmental priorities.
Work Environment & Growth Opportunities
This is an in-person role in a collaborative office environment with one other Administrative Assistant III. The position offers meaningful exposure to a wide range of campus operations, stakeholders, and initiatives. Previous Administrative Assistant IIIs at Mines have advanced into management and leadership roles, and the department actively supports professional development and skill growth.
The role provides opportunities to:
- Lead outreach and event initiatives
- Develop cross-campus partnerships
- Build transferable skills applicable across higher education administration
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.
MINIMUM QUALIFICATIONS:
Education and Experience:
Three years of administrative support experience including customer service, data entry, and computer proficiency. Ability to work effectively with a diverse population. Part time work will be pro-rated.
Experience must be clearly documented in the "Work History" section of the application. "See Resume" will not be accepted.
Substitutions:
College, university or non-correspondence business school course work may substitute on a year-for-year basis for the general clerical or administrative services experience but not for the specific experience. If you are substituting coursework for any of the required experience you must submit your transcripts for this coursework.
Preferred Qualifications:
- Bachelor's degree.
- Experience in higher education administration.
- Experience supporting outreach programs, student services, and/or event coordination.
- Experience working for the State of Colorado.
REQUIRED SKILLS AND ATTRIBUTES:
Must-Have Skills
- Strong organizational skills
- Experience working with students
- Detail-oriented approach to complex administrative work
Soft Skills for Success
- Proactive and solutions-oriented mindset
- Strong customer service and professional communication skills
- Calm and effective under pressure, especially when supporting students
APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.
An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action.
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or 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 under 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 experienceapplyingor interviewing for this position, please direct your inquiries to our ADAAA Coordinator at benefits@mines.edu.
To apply, please visit https://www.governmentjobs.com/careers/colorado/jobs/5315991/administrative-assistant-iii-computer-science-department-outreach-student-se
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