IN-HOUSE ONLY: Division Area Office Coordinator

Coast Community College District•Costa Mesa, CA

1d•Onsite

About The Position

The Division Area Office Coordinator performs technical and administrative support duties for an academic division and coordinates administrative projects, information flow, and support activities. The position is a working team leader who oversees and participates in office operations, including student transactions, faculty assignment and workload monitoring, and division budget monitoring on behalf of the Dean. It requires knowledge of administrative procedures and precedents for academic and career departments, and the ability to organize work and coordinate with other teams and organizations. The role may also support curriculum processes, development schedules, required reporting, and other time-sensitive activities. At Orange Coast College, the position supports the Business & Consumer Sciences Division, its Dean, faculty, staff, and students. The division includes academic and career technical education programs and campus food service operations. The Coordinator helps manage schedules, meetings, communications, purchasing, budgets, and other fiscal and operational processes; assists faculty with administrative needs; and coordinates division activities, records, and processes. The position also serves as a point of contact for students seeking help with academic petitions, late registration, independent study, and other academic needs. This is an on-campus, in-person, permanent, full-time classified position for current permanent and temporary Coast Community College District employees only; external candidates are not eligible. It is a 12-month-per-year position, normally scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional extended hours and/or weekends as needed. Work is performed indoors with minimal safety considerations. The role requires authorization to work in the United States; the District does not sponsor visas. Employment is contingent on a satisfactory background check, references, and approval or ratification by the District’s Board of Trustees or Chancellor. The position is a mandated reporter under California law and applicable District policies and Title IX requirements.

Requirements

Typically requires an Associate’s degree and five years of progressive administrative experience, including two years in an equivalent administrative support capacity; a Bachelor’s degree may substitute for some experience, or an equivalent combination of education and experience.
Demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students.
In-depth working knowledge of office practices, procedures, and equipment.
Working knowledge of academic department procedures, including calendars and schedules, student transactions, faculty workload records, and curriculum development and maintenance.
Working knowledge of education codes and District policies and procedures applicable to the assigned unit.
Knowledge of basic budget development, maintenance, and analysis.
Working knowledge of computer-based software, including word processing, spreadsheets, presentation graphics, student information systems, and division-specific applications.
Skill in facilitating small-group problem-solving processes.
Sufficient mathematics skills for financial and statistical recordkeeping.
Sufficient English usage, grammar, spelling, and punctuation skills to prepare professional correspondence.
Human relations skills to work cooperatively with diverse teams, exercise patience with internal and external customers, and explain technical concepts.
Knowledge of educational systems and terminology sufficient to advise and direct students to appropriate next steps.
Ability to perform the position’s essential responsibilities; accurately take and transcribe notes and meeting minutes or recollections.
Ability to learn, interpret, explain, and apply College and department operations, programs, functions, academic and student-services terminology, and faculty labor agreements.
Ability to assist with general business and accounting practices for the division.
Ability to prepare spreadsheets, graphs, and charts and enter, import, and export database data.
Ability to plan, organize, and prioritize work to meet schedules and timelines.
Ability to communicate patiently and courteously with faculty, students, staff, and the public.
Must be authorized to work in the United States; the District does not sponsor visas.
Must complete a satisfactory comprehensive background check, including Live Scan fingerprinting, and provide satisfactory references; employment is subject to applicable District approval or ratification.
Must provide a tuberculosis examination certificate for initial appointment, submit to Live Scan fingerprinting at the candidate’s expense with clearance before the first day of employment, provide original work-authorization documents, and attend a new-hire onboarding appointment.
Regular attendance is an essential job function.
Must comply with mandated reporter requirements under the California Child Abuse and Neglect Reporting Act, District policies and procedures, and Title IX.
May require a valid driver’s license.

Responsibilities

Organize, prioritize, perform, and potentially assign administrative support work, anticipating academic and business cycles and recommending staffing or workflow adjustments.
Establish and track timelines for projects, activities, and required submissions.
Support departmental, curriculum, instructional committee, advisory board, and other division processes; prepare forms and documents, take meeting notes, and transcribe recollections.
Interpret and communicate policies and procedures, referring difficult or sensitive matters to the appropriate administrator.
Prepare, edit, input, and distribute information used for class schedules; compile information requests and process changes to master schedules; notify students and affected units of schedule changes.
Create, verify, edit, distribute, monitor, and review faculty loading records; calculate faculty overload and forward information to load specialists.
Explain academic policies and procedures to students and respond to inquiries about prerequisites, petitions, registration, holds, add/drop, grade posting and grievances, prerequisite challenges, late registration, and independent study contracts.
Communicate with faculty about syllabi, textbooks, and office hours; track syllabus and book-order submissions.
Monitor class enrollment, recommend additions or cancellations, and enter corrected data into databases.
Coordinate faculty and staff performance evaluation meetings and confidential evaluations; track completion and compliance with contract guidelines and clarify forms and deadlines for evaluators.
Compose correspondence, memoranda, reports, and statistical information; maintain records and portal sites; gather and summarize information for divisional reports.
Schedule appointments and meetings for the Dean, Director, and department chairs; prepare schedules and confirm participants, and make travel arrangements when needed.
Prepare board agenda items, agreements, and service or facility contracts when assigned; process contract documents and establish routines to monitor performance.
Conduct research and compile reports using libraries, business transactions, official proceedings, employee and student records, industry statistics, and other sources.
Handle and safeguard confidential College or division information.
Record, verify, code, and process payroll information for faculty, staff, students, and temporary help, including stipends and overload; process outside contractor agreements.
Assist with budget proposals, maintain approved budgets and transaction records, reconcile expenditures, coordinate transfers between accounts, and prepare requisitions and reimbursement claims.
Resolve purchase-order and contractual matters with vendors and service providers.
Train, assign, prioritize, and review work performed by other staff, students, and temporary help.
Initiate electronic Personnel Action Forms for new hires, assignment changes, special faculty assignments, and substitutes; review and manage timecards across labor groups, pay periods, deadlines, and entry methods.
Provide input to administrators on timelines, priorities, resource needs, and program planning; coordinate information flow supporting faculty load calculations, budget allocations, and HR and personnel policies.
Explain processes to faculty regarding enrollment, resource allocation, conference funding, reimbursements, ARR processes, and HR processes.
Onboard new employees, including timecard training, key requests, book-order approvals, material-fee use, and roster access.
Assist students and the public with questions and issues involving events, complaints, conflict resolution, contacting faculty, transfer credits, and other matters.
Assist with accreditation self-study elements, documentation, and reporting when assigned.
Perform other related duties that support the position’s objectives and comply with District policies and procedures, including the Code of Professional Ethics.