Graduate Contracts and Budget Coordinator, Office of Graduate Studies

Engineering a world of possibilities

The Graduate Contract & Budget Coordinator is a professional within the Office of Graduate Studies (OGS) who plays a critical role in the oversight and administration of graduate funding as well as managing initiatives and events that foster graduate program growth. This position manages the campus-wide graduate contracting system in collaboration with multiple partner offices, while providing specialized contract preparation support for specifically-assigned Master’s and PhD programs within the Energy & Materials Portfolio. This position is also expected to launch new initiatives, manage budgets, organize events, and complete various administrative tasks. The Graduate Contract & Budget Coordinator works under the direction of the Assistant Dean of Graduate Studies.

RESPONSIBILITIES

The position must function with a high degree of independence in decision-making and workload management to allow for timely, and often individualized, attention and service to prospective and current graduate students.

FUNDING, BUDGETS AND CONTRACT MANAGEMENT (50%)

Essential Functions: Yes

• Uphold and follow Mines policies and practices on graduate student hiring and funding (e.g. RA, TA, Graduate Teaching Fellows (GTF), Hourly, Fellowships, other) as guided by the Graduate Dean, Budget office, Office of Research Administration, Bursar’s office, General Counsel, Human Resources, and campus leadership
• Coordinate the review and approval of graduate funding/contracts with all relevant offices (academic departments, Bursar, International Student Services, Financial Aid, Research Administration, Accounting, Payroll, and others)
• Manage the campus-wide graduate contracting system in OnBase, coordinating with IT and the partners listed above. Work to identify and implement continuous improvements and/or alternatives to the system.
• Train campus staff on contract policies and procedures and be available for questions.  
• For specific assigned departments/IGPs in the EMP portfolio, coordinate with faculty to obtain funding information for the graduate students and prepare/submit contracts for those students.
• Contract students on fellowships, and coordinate and track the management and disbursement of Fellowship funds internal and external to Mines (e.g. NSF-GRFP, GEM, DOE, DOD, Completion Fellowships, differential tuition fellowships, other.)
• Reconcile all OGS budgets and accounts used for direct funding, matching funding, or reimbursable funding to graduate students.
• With oversight from the Assistant Dean, manage the budget of the Office of Graduate Studies. This includes generating reports to track spending relative to the fiscal budget and coordinating the financial activities of the Graduate Student Government in conjunction with SAIL (student Activities) office.
• File & process expense reports for OGS personnel and students when necessary.

PROGRAMMATIC SUPPORT AND OUTREACH (20%)

Essential Functions: Yes

• Plan and assist with graduate student recruiting and outreach events, including but not limited to workshops, and academic programs.

• Coordinate all aspects of event logistics including but not limited to program materials, catering, space reservations, staffing, and promotion.
• Assist with commencement ceremonies each semester, including graduation reports, program design, catering, and event execution.
• Assist other OGS staff in the planning and implementation of various office-led events and programs.
• Conduct other tasks as required

GRADUATE ENROLLMENT INITIATIVES (20%)

Essential Functions: Yes

Work with the Graduate Dean and partners both internal and external to Mines on enrollment initiatives including:

• Conduct regular cost/benefit evaluations of current graduate programs to assess financial well-being.
• Research, recommend, and implement strategies to increase program growth and graduate student enrollment, in particular for online degrees and coursework-based certificates/degrees.
• Identify expanded opportunities for outreach, partnerships, fellowships, scholarships, and/or internships that attract new populations of graduate students to Mines.
• Recommend strategies and assist in implementation of a broad range of programs and initiatives—including signature experiences-- that support graduate student enrollment, retention and completion.

Assessment & Continuous improvement (5%)

Essential Functions: Yes

• Collect, interpret, and report data on admissions and program enrollment to evaluate effectiveness.
• Propose and implement improvements to enhance recruiting yield, advising quality, and student experience.
• Stay current with best practices by collaborating with other Student Success Coordinators/ Managers and Graduate School leadership.
• Recommend process and policy improvements based on data analysis, student outcomes, and program needs.

Other Duties as Assigned (5%)

Essential Functions: No

• Perform additional responsibilities as assigned to support the success of students, OGS, and Mines.
                                                                                                                                 

MINIMUM QUALIFICATIONS

Minimal Level of Education and Experience:

• A bachelor’s degree in business, accounting, finance, mathematics, engineering, science, or related field.
• +2 years of experience in a financial and/or higher education professional role

Knowledge, Skills, and Abilities and Other Attributes (KSAOs):

• Excellent interpersonal and communication skills, both written and verbal
• Ability to interpret and apply financial and academic policies and regulations
• Strong organizational and time management skills with attention to detail
• Demonstrated ability to work independently and make decisions with minimal supervision
• Demonstrated ability to plan and manage projects and events
• Ability to build and maintain relationships with multiple stakeholders
• Proficiency in virtual communication platforms (Zoom, Teams, webinar software)
• Strong analytical skills for data analysis and reporting
• Ability to adapt communication style to various audiences and situations
• Commitment to supporting student success and retention

PREFERRED QUALIFICATIONS

Desired level of Education and Experience:

• A Master’s degree in business, accounting, finance, mathematics, communication, education, engineering, science, or related field.
• +3 years of professional experience in higher education, financial management, student services, or related field
• 5+ years experience working with graduate students

Knowledge, Skills, and Abilities and Other Attributes (KSAOs):

• Strong knowledge of graduate education processes, policies, and procedures
• Proficiency in student information systems and CRM platforms
• Experience with currently used software including Slate, Workday, OnBase, Tableau
• Experience with STEM graduate programs or technical fields
• Previous experience in research administration or higher education financial management
• Knowledge of Colorado School of Mines programs and culture

About Mines & 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. 

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 

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. 

Annual Rate 

$65,000 - $71,000

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. 

In addition to the amazing benefits mentioned below, Mines continues to show its dedication to its employees by offering an 11% employee contribution through our Mines Defined Contribution Plan and an incredible 12% employer contribution with immediate 100% vesting for our Administrative Faculty positions!

Colorado School of Mines offers a robust portfolio of benefits for all employees.

For this role, that includes: 

• Flexible health and dental care options 

• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus. 

• Fully vested retirement plan on first day of employment, with generous employer contribution 

• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) 

• Free RTD Ecopass 

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. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. 

How to Apply 

Interested applicants should apply online as soon as possible but before Monday, September 22 2025. If you submit your application after September 22, 2025, it may or may not be considered.  Applicants will be asked to complete an online application and upload a cover letter addressing the responsibilities above and a resume. References will not be collected or contacted until later in the selection process and the candidate will be informed before that contact is made.

Contact Dorie Gelber, Human Resources, at dorie.gelber@mines.edu with any questions about this opportunity. 

Background Investigation Required Prior to Start

Accommodations - It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities to promote diversity and inclusion at Mines. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment. 

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at hr@mines.edu or 303.273.3250 for assistance. 

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