Administrative Assistant III - Computer Science Department; Outreach & Student Services

Administrative Assistant III Outreach & Student Services

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 Responsibilities

• 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.

Student Services

• 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.

Outreach Support

• 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.

Events, Logistics, and Student Employee Support

• 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.

Additional Duties

• 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

Please note: this position is on-campus Monday - Friday; 8:00am-5:00pm. Occasional evening and weekend hours required for special events