ADMINISTRATIVE ASSISTANT III - COMPUTER SCIENCE DEPARTMENT MARKETING & COMMUNICATIONS

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

The Computer Science (CS) department at the Colorado School of Mines is looking for a full-time Administrative Assistant III to assist in the following areas :

Marketing and Communications Support

Create and oversee department newsletters, flyers and brochures.

Oversee distribution of newsletters.

Manage social media accounts / posts (LinkedIn, Twitter, FB), including creating content.

Assist with mailmerge emails

Assist with swag design, ordering and purchasing

Help develop & improve department's marketing & advertising materials

Assist with printing materials, such as posters, flyers and other documents for department

Office Management, Administration, and Departmental Support

Track participation, proposals, data and other relevant items that pertain to outreach initiatives, field session, TRAIL, CMAPP, and new initiatives

Oversee feedback requests for programs, including creating & distributing surveys, as well as summarizing results

Attending team meetings

Sending donation and fundraising materials and soliciting participation

Scheduling : work with DH / ADH / UD / GD to develop exact schedule each semester; consider faculty loads and standard course offerings each semester

Management of tracking and checking out course materials : working with Learn office to develop CC system, tracking payments, tracking material pick up and drop off

Assistance with travel reimbursements to visitors, staff, faculty and students

Assist with faculty services, including : purchase orders, travel reconciliation, and office set up

Special Events and Projects

Advertise events to department and campus.

Coordinate visiting scholars and candidate search details (travel arrangements, room reservations, etc.).

Coordinate department events (setup, breakdown, ordering supplies, room reservations, etc.)

Assists with prospective student visits.

Assist in creating department visitor itineraries, primarily for Distinguished Speakers and

Faculty Candidates, and communicate with visitors.

Assist in creating student-oriented events on campus hosted by the Department.

Assist in room & venue reservations

Assist in food orders

Preview / Discover / Launch Event coordination : create booth, recruit volunteers, gather promotional items

Customer & Student Services

Managing accommodations for students

Assisting in advising student groups, such as budget tracking, scheduling meetings, assisting with marketing distribution, attending meetings, ordering materials and food, room scheduling

Assisting with TRAIL initiative

Assisting with undergraduate student contracts, such as inputting data into online system, tracking submissions, tracking hours, proxy timesheet approver

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS :

Candidate must be a current Colorado resident in order to apply for this position.

Education and Experience :

Three years of administrative support experience including data entry, social media and computer skills proficiency. Part time work will be pro-rated.

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 :

• Prior relevant state experience in higher education administration working within an academic setting.
• Experience in creating media content, such as newsletters and flyers
• Experience in outreach support and event coordination experience

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 experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator at benefits@mines.edu.