Capital Planning and Design Department Operation Coordinator (Program Assistant II)

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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
• BenefitHubstate employee discount program
• RTD Eco-Pass

Description of Job

The Capital Planning Department Operations Coordinator will provide operations and project management for the University Architect (UA) and Capital Planning Department (CPD). Responsibilities will include managing department operations, project management, space management support, data analysis, scheduling and event management, communications and marketing, expense and budget administration, and managing special projects. The CPD Operations Coordinator provides broad support to the UA and CPD - assisting with general inquiries and requests and serving as the main point of contact for internal and external customers/clients. This position will be responsible for hiring, training, and supervising student employees. Primary Duties Include: PROJECT, SPACE, AND OPERATIONS MANAGEMENT

• Assist UA and CPD with collecting and assembling various types of data related to the various departments on campus including planning, design and construction projects, space planning and management, move coordination, signage, campus installations, and other projects as assigned.
• Ensure accurate and reliable information describing university facilities use and space utilization.
• Develop and maintain an inventory of campus, building, and space data. Participate in campus space planning, campus master planning, and capital improvement planning processes.
• Work with university academic, research, student life, athletic, and administrative departments, and campus leadership to capture current and future space requirements, understand program needs and priorities. Develop and measure utilization metrics for a variety of space types and allocations.
• Work with all campus stakeholders to ensure accurate space information is entered into a central repository. Educate stakeholders on space use nomenclature, assignment rules, and use of digital tools. Verify accuracy of entered information with physical field visits and client interviews. Assist with all elements involved with the implementation, roll out and training of new space management software. Act as application administrator and provision users, troubleshoot errors, and interface with internal and external resources.
• Assist campus clients with space allocation request policies, procedures, and approvals. Review submitted requests for completeness, validity, and merit. Curate and prepare necessary documentation regarding requests to align with space governance policy, process, and committee deliberation.
• Support facilities planners, clients, and consultants in programming efforts. Provide information and analyses to fulfill needs and inform project decision making.

EXECUTIVE ADMINISTRATION

• Ensure the administrative functions of the office of the UA and CPD department are highly effective, efficient, professional, and welcoming.
• Provide timely and appropriate responses to highly complex and dynamic issues presented to the UA and CPD; establish and implement appropriate protocols for the department.
• Review and screen communications for the UA and CPD, including telephone calls and email messages, using sound judgement to determine those requiring priority. Respond and/or draft responses to emails as appropriate.
• Manage department calendars which includes coordination and scheduling of various meetings, communicating with both internal and external constituents, finding appropriate meeting space, ensuring technology and printed materials are ready for meetings, and taking minutes at meetings.
• Develop, manage, control and execute procedures and actions to maintain smooth operation of the office of the UA and CPD.
• Interview, hire, train, schedule, evaluate, and terminate student employees each semester. Maximize use of work-study students available for administrative help. Balance the needs of the department with the various activities that the student is asked to perform.
• Provide administrative support for process improvement projects, streamlining and improving communications, HR-related processes, and other projects as needed.
• Track, organize, modify, complete, file, and transmit files that are submitted to and/or produced by CPD.

Please note:

This position may be eligible for hybrid work, (minimum of 3 days a week in office), following the completion of a training period. All hybrid work arrangements are subject to approval and may be revoked based on performance and business need.

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.

Class Code & Classification Description:

H4R2XX

PROGRAM ASSISTANT II

MINIMUM QUALIFICATIONS: Experience Only:

Five (5) years of relevant experience in an occupation related to the work assigned to this position which included project management, budget/expense management, and team support and administration, as well as customer service experience.

OR

Education and Experience:

A combination of related education (degree in business, administration, organizational management, architecture, planning, interior design, engineering, science, IT, or other related field.) and/or relevant experience in an occupation related to the work assigned equal to five (5) years ( TRANSCRIPTS MUST BE ATTACHED FOR EDUCATIONAL CREDIT)

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

• Must be detail oriented, possess excellent verbal and written communication skills, and have the ability to maintain confidentiality.
• Must possess advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on PowerPoint, Excel, Teams, and database skills, electronic calendar management, various videoconferencing applications such as Zoom, and email applications.
• Strong ability to work independently and as a team member.
• Ability to multi-task and serve multiple constituents, balancing needs and prioritizing appropriately.
• Knowledge of general accounting practices, office administrative procedures, employee supervision
• Curiosity and an ambitious attitude. Must be a self-starter that seeks out opportunities to help lead and implement change for the betterment of the department and Mines. Must have a passion for continual improvement.

PREFERRED QUALIFICATIONS

• Bachelor's degree in business, administration, organizational management, architecture, planning, interior design, engineering, science, IT, or other related field.
• Experience working in higher education or other state service entity.
• Experience managing and communicating at a management/executive level.
• Project Management training with or without certification

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

• Familiarity with FAMIS facilities and/or work order ticket software.
• Experience with CAD and GIS
• Experience with WorkDay

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 View email address on us.fitly.work 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, atspb.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, 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.

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 rich and vibrant diverse and inclusive community, where our different perspectives and experiences enrich the educational and work experience?

Look to Mines.