Position title
Coordinator, VPAS Operations/Special Assistant to the Vice President of Academic Support


**Please Note: Pueblo Community College is not able to provide sponsorship for applicants who do not currently have the legal right to work in the United States or require transfer of a Visa.**

NOTE: **Must be a resident of the State of Colorado or able to relocate to Colorado prior to first date of employment.**

Department/Division Purpose (brief description of main function):
The division of Academic Support Services exists to provide academic support in order to provide support to learners that prepares the needs of a diverse population in an ever-changing environment at all sites and campuses.
Job Summary Statement (brief summary of overall responsibility of position):

All job descriptions incorporate and utilize the principles and tools of continuous improvement. This is the foundation of our accreditation through the Higher Learning Commission (HLC) Open Pathways model, which is focused on quality assurance and institutional improvement. The Open Pathway is unique in that its improvement component, the Quality Initiative, affords institutions the opportunity to pursue improvement projects that meet their current needs and aspirations. Pueblo Community College embraces continuous improvement and has adopted it as its culture and as a necessary part of every job description. In addition, all job descriptions require the utilization of available technology in the completion of the duties.

Commitment to Diversity, Equity, and Inclusion: Pueblo Community College (PCC) believes that diversity, equity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. PCC is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. We are seeking a leader committed to these same ideals.

This position specifically exist to manage the Office of the Vice President of Academic Support, as well as to provide College Wide Academic Support, oversite over the Academic Grants portfolio and Annual Reporting and Accreditation Support. This position requires a high degree of attention to detail, extensive work in online systems such as Banner, Ultimus, Navigate, and D2L. This position serves as a Campus Security Authority in accordance with the Department of Education guidelines.


Job Duties

Essential Functions:
College-wide Academic Support

  • Facilitate the part-time Instructors’ Orientation every fall and spring semesters for the college. Chair a PTIO Committee that will include members from the AEA’s, IT Services, Event Services (or what will serve as event services in the future), PTIO related department Directors, and Division Administrators. Designate tasks out to committee members; event management, attendee lists, organizing communications/invitations to instructors, scheduling rooms, food services, presenters and their materials, and event set up and take down.
  • Partner with Diversity, Equity, and Inclusion committee (DEI) to ensure that current and future initiatives are in alignment with our Strategic Framework for diversity.
  • Oversee Maxient reporting for all of Academics (VPAS and Academic Deans) and perform primary Maxient administrator duties as needed.

Academic Grant Support

  • Develops and monitors the electronic grants management database
  • Develops an electronic reporting timeline to ensure the timeliness and accuracy of grant submission. The electronic reporting timeline shall include: Grant Summary, Grant Award amount, Responsible Principal Investigator (P I’s), Contributors (Financial Aid, Student Services, Institutional research etc..),Schedule of Planning, Dates for Review (Initial review, Modifications, Final review), VP Review, President Review and Signature (at least 2 weeks prior to due date for submission)
  • Communicates continuously with staff, Principal Investigators (PIs), project directors, project teams, and Finance staff.
  • Collaborates with PIs, grant accountants, and others stakeholders regarding programmatic, financial, effort certification (time and effort), and closeout reports.
  • Monitors electronic recordkeeping strategies and procedures for grant awards, including: archiving practices; maintenance of records retention schedule; and distribution of appropriate communications to principal investigators regarding the reporting timeline, readily accessible audit trails for grant project monitoring, and appropriate procedures for grant close-outs.
  • Organizes regular grant-related professional development opportunities for College administrators, faculty, and staff (at least once a semester).
  • Provides orientation, training, and regular technical assistance to awardees and sub-recipients in compliance procedures and strategies for facilitating effective grant activity management.

Annual Reporting and Program Accreditation Support

  • Develops and monitors the annual reports and accreditation database.
  • Develops an electronic reporting timeline to ensure the timeliness and accuracy of annual reports and accreditation self-study submissions.
  • Provides support for on campus site accreditation visits.

Support the Vice President of Academic Support and the Division of Academic Support

  • Manages the office environment, develops and implements division procedures and protocols, manages division office communications and ensures all departments have the supplies and resources needed to be successful.
  • Develops and implements a records management system and maintains records in hard copy and electronic formats as appropriate. Ensures records meet archive, accreditation and college standards.
  • Manages VPAS’ budget, expenditures, purchases, travel arrangements, and provides monthly budget reports. Manages travel card and reconciliations each month as needed.
  • Provides monthly budget statements to the VPAS.
  • Coordinates VPAS calendars, meetings, and follows state guidelines for creating travel arrangements. Assists with creating official function paperwork, assists with organizing official functions, and assists with expense reports and reimbursements.
  • Position has decision-making authority pertaining to the VPAS’s schedule of meetings and appointments and time management.   Position will also prepare the information necessary for the Vice President to be fully prepared for meetings, to include conducting necessary research and preparing presentation materials.   This position will also track the schedules of the Academic Deans so that the Vice President is informed of schedules and meetings.
  • Oversees and coordinates the planning of special events specific to the Vice President and Office of Academic Affairs by utilizing expertise of event planning and resources.  Coordination includes identifying guests/participants, sending invitations/correspondence, collecting RSVP’s, room/facility scheduling, catering arrangements, audio/visual arrangements, working with ADA accommodation requests, ensuring contracts are compliant, and travel/hotel accommodations.   Coordinates with marketing to advertise and promote Academic Affairs events.

Non-Essential Functions:

  • Other duties as assigned

To view the full job announcement and to apply, visit


Job Location
900 West Orman Avenue, Pueblo, 81004
Job Type
Employment Type
$ $40,652.00
Date posted
March 23, 2023
Valid through
May 23, 2023
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Position: Coordinator, VPAS Operations/Special Assistant to the Vice President of Academic Support

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