Job Details

ORA Operations Coordinator

Position Number: 6392728
Location: Golden, CO
Position Type: Sponsored Programs, Grants, and Contracts

ORA Operations Coordinator

Posting Number: JR107137
Location: Colorado

Engineering a world of possibilities
Mines Office of Research Administration (ORA) has a unique opportunity for a detail-oriented problem-solver to support the complex and integral work of the department.

ORA manages the research portfolio for the Colorado School of Mines including proposal development, contracting and accounting for externally sponsored research and other programs. For more on the department, please visit https://ora.mines.edu/.

In this role, you will partner closely with ORA Leadership and staff to coordinate both strategic priorities and operational duties for ORA. You day will be filled with coordinating ORA's general operations, assisting with strategic projects, training of new ORA staff, supervising undergraduate student employees; developing and maintaining procedures, forms, and external communications; logging incoming awards into the ORA database; facilitating annual audit functions; assisting in the daily upkeep of the ORA database; and serving as ORA's expert in procurement and travel policies.

This position requires someone who thrives in supportive, yet autonomous roles with an adaptable and versatile approach to their work. In ORA no one day looks like another, so you'll need to be able to set priorities each day as you manage projects and route inquiries to the right person on the right team. You'll get to work with lots of campus partners and contractors, and you'll supervise student workers, too. This is a busy job, working with a top-notch team of research administration professionals in a supportive and dynamic environment. Sound like something you would like? Apply today!

This position is typically hybrid, with a mix of at-home and in-office work based on business needs. Candidates must be able to commute to campus in Golden, Colorado.
Primary Responsibilities

ORA Operations Coordination

Ensure that office wide policies and procedures are kept current including making sure all new policies, procedures, forms, etc. are branded according to office and school conventions.
Manage the operating budget for the office and will be responsible for estimating/forecasting budget needs, preparing accurate budget documents, ensure budget and expenses comply with school policy and recommend budget adjustments to Director. Analyze budget spending and optimize the budget based on spending data and past performance.
Work closely with Director and the leadership team to monitor and achieve the ORA strategic plans and the FA&O Mines@150 strategic plan. Provide support related to long-term strategy planning and execution.
Manage the procurement of all hardware, software and services related to ORA business. Maintain competency and a deep understanding of procurement policies and procedures.
Develop internal reports for the management team. These reports will be focused internal metrics tailored to each unit. Examples include, account receivable reports, processing timelines, etc.
Primary responsibility for maintaining the ORA website and making sure it stays current with ORA policies, procedures and federal regulations.
Prepare communications to campus and other departments. Develop, maintain and present training materials for ORA as appropriate for campus. Supports ORA Staff with the creation and promotion of Training sessions.
Process physical checks to Research Billing and the Bursar's office.
This position will be responsible for maintaining and tracking professional development opportunities for ORA staff. This position will review upcoming webinars, conferences, etc. for content and make recommendations to management on ORA attendance.
Coordinate quarterly ORA on-campus retreats and staff development meetings. This will include preparing the agendas and content, finalizing accommodations, and ensuring staff participation.
Make travel arrangements and conference registration arrangements for ORA. Assist with the generation and submission of travel authorizations and travel expense reports via the travel and expense management system.
Coordinate scheduling of various meetings and trainings as necessary. Manage the Director's calendars. Maintain ORA vacation and hybrid work calendars.
Coordinate the hiring of new employees by scheduling interviews for hiring managers and interview committees. Ensure the new employee has all the equipment and electronic access they need - computer, monitors, etc.
Oversee the first two weeks of training for new staff. Including Office function, School structure, strategic planning, unit specific tasks and general system walk through.
Enter and inactive new Agencies into Banner/Workday and ensuring accurate sponsor coding in our financial and non-financial systems.
Maintain profiles and granting appropriate permissions into the various systems. ORA maintains several profiles in external sponsor systems that need user management.

Award and Contract Processing

Log all incoming awards actions, Research Contracts and At-Risks into the ORA database and routing to the appropriate Contract Administrator for review and approval. Monitor for actions that would delay the logging of an award, determine action steps to resolve the delay to ensure timely logging of the award, research contract or at-risk.
Support and coordinate with Contract Administrator team regarding any necessary changes to be made to the award logging process. Responsible for responding to Mines Program Assistant queries related to award receipt questions.
Create and manage the office's electronic filing system in compliance with the approved structure which includes the assignment of the grant number used in the school's financial system.
Oversee the annual collection of audit certifications from sub-recipients which includes sending out the annual certification to every active sub-recipient, tracking who has returned a completed copy, following up for those that still need to submit and preparing the file for management review.
Assist with other sub-recipient monitoring including the submission of required monthly federal reports such as those required by the Federal Funding Accountability and Transparency Act. Ensure accurate records are reflected in both external and internal tracking systems.

Post Award Administration

This position is primarily responsible for the compliance and success of the federally required Time and Effort certification program each semester. This position will need to ensure that all Time and Effort certifications are completed in order to ensure compliance with federal regulations. This position will be primarily responsible for continuously maintaining process and audit documentation. This position will respond to Time and Effort audits and queries.
Assist the ORA Director(s) with managing external audit requests, open record requests and other similar requests for information.
Collect subrecipient invoices, reviewing for appropriateness, soliciting faculty approval, and entering into the financial system.

Minimum Qualifications

Bachelor's degree in Administration, Accounting, Business, Finance, or equivalent advanced training and experience
3+ years of professional experience in an administrative environment (including budget formulation, execution, and analysis).
Demonstrated experience in developing and providing trainings
Moderate level Excel skills
Excellent organization and communication skills
Experience working successfully with a diverse constituency
Excellent budget and bookkeeping skills
Experience creating professional-quality documents including letters, meeting minutes, presentations, and reports

Preferred Qualifications

Experience working for a higher education institution
Understanding of research administration

Salary and Benefits

$62,000 - $65,000

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.

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

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

Upload a resume or CV
Upload a cover letter

Candidates must be currently authorized to work in the United States. Visa sponsorship is not available for this position.

This posting may be used to fill more than one vacancy based on business needs.

References will not be contacted until later in the selection process and you will be informed before that contact is made.

Application review will begin August 4, 2025. This posting will remain open until filled and may close without notice. For best consideration, apply by August 3, 2025 at 11:59 p.m. as applications received after that date may not be reviewed.

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 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.

Successful Completion of a Background Investigation is Required for this Position.

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.

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, 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 community where our individual perspectives and experiences 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

Apply online at https://mines.wd1.myworkdayjobs.com/en-US/Mines_Careers/job/Colorado/ORA-Operations-Coordinator_JR107137