Events & Operations Coordinator, Capstone Design (Part-Time Opportunity)

Engineering a world of possibilities

THE OPPORTUNITY

The Capstone Design program at the Colorado School of Mines (Mines) is hiring a part-time (20 hrs/wk) Events & Operations Coordinator. This role will be crucial in coordinating and facilitating Capstone Design’s Signature Student Experience events on campus for students, external stakeholders, and our broader campus and local community. Capstone Design is a multidisciplinary program that provides senior year students an opportunity to work on client-driven, and real-world projects. 
 

This position reports to the Capstone Design Director and will support the day-to-day management and coordination of events, oversee coordination of student team travel to competitions, and play a key role in support of the program’s operational goals. This is a 9-month temp role with the possibility of returning each academic year.
 

This position requires someone who thrives in supportive, yet autonomous roles with an adaptable yet versatile approach to their work.  Our ideal candidate is someone with events experience who loves to see an event succeed from beginning to end. If you excel at organization, collaboration, and want to be a part of a goal-oriented and dedicated team of professionals, apply today!

RESPONSIBILITIES

EVENT COORDINATION (60%)

• Support the Capstone Design program with planning and execution of six key events throughout the academic year including, but not limited to our project Expo and Showcase. This includes venue selection and booking, catering coordination, AV setup, and vendor management while ensuring compliance with campus policies, accessibility requirements and budget parameters.

• Coordinate event needs and orders with key internal stakeholders including facilities, Office of Design & Construction, Events & Catering, and other campus personnel and offices. 

• Manage budgets, vendor contracts, logistics, event timeslines, facilities coordination, and event volunteers to ensure each event is executed professionally and successfully while promoting the Mines Brand

• Create and disseminate event branding and promotion materials.

TRAVEL COORDINATION (25%)

• Coordinate comprehensive travel logistics for student groups, including researching and booking transportation, accommodations, and venue access while ensuring compliance with institutional policies, budget constraints, and safety requirements.

• Manage travel documentation and risk mitigation processes, including collecting required forms, verifying insurance coverage, coordinating with legal/compliance teams on liability waivers, and developing contingency plans for travel disruptions or emergencies.

• Serve as primary liaison between student groups, vendors, and institutional stakeholders throughout the travel planning process, maintaining clear communication channels, tracking expenses against approved budgets, and providing post-travel reporting and reconciliation.

PROGRAM OPERATIONS (10%)

• Provide administrative and operational support for Capstone Design program activities, including maintaining project records and documentation, supporting logistics of program growth, and coordinating some communications. 

• Execute program support functions and special projects as assigned, including assisting with budget tracking and procurement processes, coordinating with academic departments and external partners, support student staff onboarding, and contributing to continuous improvement initiatives. 

OTHER DUTIES AS ASSIGNED (5%)

• Other duties as assigned to meet the objectives goals of the program and/or Mines.

MINIMUM QUALIFICATIONS:                                                                                                   

• Bachelors degree (years of experience may substitute for education)

• One plus year of experience in event planning and organization

• Experience in travel coordination

• Technical and computer skills experience to support administrative functions including MS Office Suite with an emphasis in Excel, Planner, PowerPoint and database skills, electronic calendar management, various videoconferencing applications such as Zoom and Teams, and email applications

• Proven customer service experience

• Must be detail oriented, possess excellent verbal and written communication skills, and have the ability to maintain confidentiality

• Strong ability to work independently and as a team member

• Ability to multi-task and serve multiple constituents, balancing needs and prioritizing appropriately

• Diplomacy, professional appearance and demeanor, and willingness to be proactive in daily work

PREFERRED QUALIFICATIONS

• Experience working in higher education administration

SCHEDULE DETAILS

This is a part-time position with a flexible schedule of four days per week (preferred), to be worked during standard business hours (Monday–Friday, 8:00 a.m.–5:00 p.m.). Hybrid work options are available; however, the incumbent must be available to work on campus for all program events and key meetings. Specific workdays and hours will be coordinated with the supervisor to meet both program needs and employee preferences.

SALARY RATE

$26/hour

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. 

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center.

HOW TO APPLY

Review of applications will begin on Monday, August 11th and continue until filled. Applicants must:

• Complete an online application (personal information, demographic information, veteran status)

• Upload a resume or CV

• Upload a cover letter

Mines welcomes everyone to our team; in your application, please feel free to note which pronouns you use (For example - she/her/hers, he/him/his, they/them/theirs, etc). If you need reasonable accommodation at any point in the application or interview process, please let us know.

Successful Completion of a background investigation is required for this position. This posting may be used to fill multiple openings. Contact Kathleen Feighny in HR at kfeighny@mines.edu with any questions.

ABOUT MINES AND GOLDEN, CO

When the world looks for answers, the world looks to Mines. 

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 38 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2023). 

Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.  
 

At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size. 

That size – roughly 7,000 undergraduate and graduate students – also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact.  

Community Alliance groups bring together employees for professional development, networking, cultural awareness and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus – nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few. 

And don’t get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails – and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.  

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a diverse and inclusive community, where our different perspectives, experiences and cultures enrich the educational and work experience?  

Look to Mines. 

EQUAL OPPORTUNITY

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, veteran 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, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented 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 inequality or concerns for safety.

Colorado's premier engineering and applied science university for 150 years and counting