Communications and operations coordinator program assistant
Location
Golden, CO | United States
Job description
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: - Free EcoPass
- Medical, Dental, and Vision Insurance
- Generous vacation and sick leave plus 12 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
Under the direction of the Director for the Center for Academic Services & Advising (CASA), the Communications and Operations Coordinator for CASA is broadly responsible for communicating with internal and external campus partners, all physical and virtual operations of CASA, and student staff supervision of 6 to 7 Peer Advisors who support student and the front desk operations.
The Communications and Operations Coordinator is broadly responsible for social media and website management and planning, support of the leadership team (Director and Associate Directors) including management support of the Directors communication and event needs, management of online CASA forms, removing holds, working within SaaS/Banner systems, procurement management, event planning and needed decision making, collaboration and management of support program space and budget needs.
The Communications and Operations Coordination is part of the CASA team which supports all undergraduate students at Mines. CASA serves 4000+ students through various academic support programs, individual/group/online advising. CASA is a primary collaborator with multiple campus offices and academic department which the Communication and operations Coordinator will be in engaging with on behalf of CASA.
Department and Operations Management:
- Provide oversight and coordination of business and administrative functions including but not limited to management of the CASA main e-mail inbox, main phone line, webpage, and Enovy check-in system.
- Implement and evaluate desk policies, administrative and operational processes, and procedures to improve desk and department operation effectiveness and efficiencies via collaboration with CASA leadership and staff, in accordance with existing CASA and Mines policies.
- Managing the CASA calendar, which includes coordination and scheduling of various meetings, planning use of CASA space for academic support programs, communicating with both internal and external constituents, and finding appropriate meeting spaces.
- Analyze department operational needs and make recommendations to leadership for changes in facilities, health and safety compliance, finance, technology and/or administrative functions. Must maintain up to date knowledge of processes related to space management and utilization.
- Provide leadership, oversight, coordination, and execution of business and administrative functions via collaboration with Director, Associate Directors, and other units on campus.
Communications Management:
- Develop and implement a comprehensive communication strategy to effectively promote CASA programs, events and resources including but not limited to attending Celebration of Mines, peak advising, M-Climb, Discover Mines, campus tabling.
- Maintain repeated annual CASA communication including but not limited to peak advising information, add and drop deadlines, academic calendar.
- In partnership with CASA staff and the Mines Communication and Marketing department, oversee the creation and execution of digital marketing campaigns across various channels, including social media, email marketing, blogs, and website content.
- Ensure consistency and alignment with the brand identity across all communication materials, both online and offline. Maintain brand guidelines and apply them to promotional materials and messaging.
- Monitor and analyze the effectiveness of communication strategies and campaigns using relevant metrics. Provide regular reports and recommendations for continuous improvement.
- In partnership with the Mines Marketing department, oversee the creation of marketing collateral's such as brochures, flyers, posters, and promotional materials. Ensure high-quality design and messaging.
- Enter all relevant CASA events and programs to Mines event calendar.
Fiscal Management:
- Create quarterly budget reports for review by the Director to keep up to date on spending projections.
- Manage finances across all funding sources by applying relevant and up-to-date knowledge of fiscal processes, procedures, and guidelines. Includes monitoring, forecasting, and reporting on budgets.
- At the discretion of the Director, make decisions on behalf of the department with regards to purchasing and budget administration. This requires intimate and up-to-date knowledge of specialized and up-to-date fiscal knowledge of allowed expenditures on various types of accounts, as well as up-to-date knowledge on HR policies and procedures.
Please note: this position is on-campus Monday – Friday from 8am – 5pm along with occasional nights and weekends based on programmatic needs.
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: - Four years of experience in an occupational field related to the work assigned to the position including:
- 1 year administration 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
- Bachelor’s degree from an accredited institution
Knowledge, Skills, and Abilities and Other Attributes (KSAOs):
- Experience with business and management computer applications and databases.
- Proficiency in webpage management, social media engagement, and content creation.
- Strong project management skills with the ability to prioritize tasks and meet deadlines.
- Proficiency in using software tools for scheduling, maintenance tracking, and resource management.
- 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.
Substitutions:
Appropriate education will substitute for the required experience on a year-for-year basis. ( If you are substituting coursework for any of the required experience you must submit your transcripts for this coursework.)
PREFERRED QUALIFICATIONS
Desired level of 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.
- Work experience in STEM fields in higher education.
Knowledge, Skills, and Abilities and Other Attributes (KSAOs):
- 2 years of progressive, administration 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.
- Significant experience using software tools including but not limited to Acuity, Tawkto, Banner, Workday, Microsoft Excel, Microsoft Bookings, Microsoft Forms.
- Evidence of teamwork experience, relationship building, and partnership development.
- A demonstrable commitment to promoting and enhancing diversity, inclusion, and access.
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 [email protected] 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
Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veterans status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.
Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.
Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.
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