Coast Community College District
Division Area Office Coordinator - Arts & Letters (IN-HOUSE ONLY)
Coast Community College District, Huntington Beach, California, us, 92615
Summary
Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division. Coordinates information and workflow and support activities for the division and related assigned functions, projects, and programs. Distinguishing Career Features
The Division Area Office Coordinator is part of a multi-level career path encompassing administrative support. The Division Area Office Coordinator is a working team leader that oversees and participates in office operations including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean. The position requires substantial knowledge of administrative procedures and precedents for academic and career departments, the ability to organize work, information flow, and perform duties in support of the office and its dealings with other work teams and organizations. The Division Area Office Coordinator may also assist in curriculum processes, and development schedules and sequence required reporting, and other time-sensitive activities. Essential Duties and Responsibilities
Organizes, balances, prioritizes, performs, and may assign administrative support duties, anticipating business and academic calendars and cycles, assessing available staffing, and recommending additions or adjustments. Provides administrative support to special processes such as departmental, curriculum, and other instructional committees. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator. Prepares, edits, and inputs information that supports the publication of class schedules. Creates, verifies, edits, and distributes faculty loading records. Explains policy and procedures to students and fields student inquiries related to grade grievances, academic petitions, prerequisite challenges, late registration, and independent study contracts. Monitors class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases. Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings, and transcribing confidential evaluations. May provide administrative support to special processes such as curriculum and education requirements committees, advisory boards, and special interest group meetings. Takes meeting notes and transcribes recollections. Composes from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports, and statistical data. Schedules appointments and arranges meetings for the Dean, Director, and department chairs. Prepares schedules and informs participants, confirming dates and times. May initiate and prepare board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Performs special projects as assigned. Conducts research of libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends to compile reports for administration or to regulatory or governing agencies. Receives, handles, and stores confidential information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information. Records, verifies, codes, and processes payroll information for faculty, staff, and student or temporary help, including information for stipends, overload, and other compensable elements. Processes contracts for outside contractors. Assists with the development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets and transaction records, including those for special projects and funds. Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to assure compliance. Prepares, processes, and codes requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers. Trains, assigns, prioritizes, and reviews work of other staff, students, and temporary help. Initiates all e-PAFs (electronic Personnel Action Forms). This includes new hires, assignment changes, special faculty assignments, and substitute assignments. Reviews and manages time cards across multiple labor groups with differing pay periods and deadlines. Provides input and recommendations to administrator concerning administrative timelines, priorities, resource needs, and program planning. Coordinates information flow from division office to program units to facilitate calculating LHE loads, appropriate use of budget allocations, and implementation of HR and personnel policies. Onboarding of new employees including timecard training, submittal of key requests, approval of book orders, use of material fees, and assistance with roster access. Assists students and the general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits, etc. May assist the assigned division with the accreditation process, self‑study elements, documentation, and reporting. Tracks submittal of syllabi and book orders for all faculty. Performs other related duties as assigned that support the objective of the position. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics. Knowledge and Skills
In-depth working knowledge of office practices, procedures, and equipment. Working knowledge of policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process. Knowledge of education codes and District policies and procedures for the assigned organizational unit. Basic budget development, maintenance, and analysis. Proficient in personal computer‑based software programs that support this level of work, including word processing, spreadsheet, presentation graphics, student information systems, and special applications used by the division. Skill at facilitating small group problem‑solving processes. Math skills to perform financial and statistical record‑keeping. English usage, grammar, spelling, and punctuation to prepare professional correspondence. Human relations skills to work productively and cooperatively with diverse teams. Knowledge of educational systems and terminology to advise and direct students to appropriate next steps. Physical Abilities
Essential job functions may vary by position and are kept on file with the Office of Human Resources. The District engages in a timely, good‑faith interactive process with employees or employment applicants who request or need reasonable accommodations to perform essential functions of the job in accordance with applicable state and federal law. Minimum Qualifications
Associate’s Degree and five years of progressive administrative experience, including two years in an equivalent capacity in an Administrative Support position. A Bachelor’s degree may substitute for some experience. Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population. Application Requirements
Coast Community College District Online Employment Application. Current Resume. Cover Letter detailing your experience related to the role. Responses to all supplemental questions. Benefits
Generous medical, dental, vision and life insurance plans for employees and dependents. 21 paid holidays. Cumulative sick leave. Paid vacation. Longevity salary programs. PERS/STRS retirement plans. Deferred compensation/457 plans. Employee Assistance Program. Employment Information
Regular attendance is an essential job function. The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act and complies with related policies and Title IX. Diversity and inclusive environment are strongly encouraged. Reasonable accommodations will be provided for qualified applicants with disabilities who self‑disclose.
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Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division. Coordinates information and workflow and support activities for the division and related assigned functions, projects, and programs. Distinguishing Career Features
The Division Area Office Coordinator is part of a multi-level career path encompassing administrative support. The Division Area Office Coordinator is a working team leader that oversees and participates in office operations including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean. The position requires substantial knowledge of administrative procedures and precedents for academic and career departments, the ability to organize work, information flow, and perform duties in support of the office and its dealings with other work teams and organizations. The Division Area Office Coordinator may also assist in curriculum processes, and development schedules and sequence required reporting, and other time-sensitive activities. Essential Duties and Responsibilities
Organizes, balances, prioritizes, performs, and may assign administrative support duties, anticipating business and academic calendars and cycles, assessing available staffing, and recommending additions or adjustments. Provides administrative support to special processes such as departmental, curriculum, and other instructional committees. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator. Prepares, edits, and inputs information that supports the publication of class schedules. Creates, verifies, edits, and distributes faculty loading records. Explains policy and procedures to students and fields student inquiries related to grade grievances, academic petitions, prerequisite challenges, late registration, and independent study contracts. Monitors class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases. Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings, and transcribing confidential evaluations. May provide administrative support to special processes such as curriculum and education requirements committees, advisory boards, and special interest group meetings. Takes meeting notes and transcribes recollections. Composes from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports, and statistical data. Schedules appointments and arranges meetings for the Dean, Director, and department chairs. Prepares schedules and informs participants, confirming dates and times. May initiate and prepare board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Performs special projects as assigned. Conducts research of libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends to compile reports for administration or to regulatory or governing agencies. Receives, handles, and stores confidential information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information. Records, verifies, codes, and processes payroll information for faculty, staff, and student or temporary help, including information for stipends, overload, and other compensable elements. Processes contracts for outside contractors. Assists with the development of organizational unit budget proposals, maintaining communications with work sections on status and information needs. Maintains approved budgets and transaction records, including those for special projects and funds. Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to assure compliance. Prepares, processes, and codes requisitions and claims for reimbursement. Resolves purchase orders and contractual matters with vendors and other service providers. Trains, assigns, prioritizes, and reviews work of other staff, students, and temporary help. Initiates all e-PAFs (electronic Personnel Action Forms). This includes new hires, assignment changes, special faculty assignments, and substitute assignments. Reviews and manages time cards across multiple labor groups with differing pay periods and deadlines. Provides input and recommendations to administrator concerning administrative timelines, priorities, resource needs, and program planning. Coordinates information flow from division office to program units to facilitate calculating LHE loads, appropriate use of budget allocations, and implementation of HR and personnel policies. Onboarding of new employees including timecard training, submittal of key requests, approval of book orders, use of material fees, and assistance with roster access. Assists students and the general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits, etc. May assist the assigned division with the accreditation process, self‑study elements, documentation, and reporting. Tracks submittal of syllabi and book orders for all faculty. Performs other related duties as assigned that support the objective of the position. Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics. Knowledge and Skills
In-depth working knowledge of office practices, procedures, and equipment. Working knowledge of policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process. Knowledge of education codes and District policies and procedures for the assigned organizational unit. Basic budget development, maintenance, and analysis. Proficient in personal computer‑based software programs that support this level of work, including word processing, spreadsheet, presentation graphics, student information systems, and special applications used by the division. Skill at facilitating small group problem‑solving processes. Math skills to perform financial and statistical record‑keeping. English usage, grammar, spelling, and punctuation to prepare professional correspondence. Human relations skills to work productively and cooperatively with diverse teams. Knowledge of educational systems and terminology to advise and direct students to appropriate next steps. Physical Abilities
Essential job functions may vary by position and are kept on file with the Office of Human Resources. The District engages in a timely, good‑faith interactive process with employees or employment applicants who request or need reasonable accommodations to perform essential functions of the job in accordance with applicable state and federal law. Minimum Qualifications
Associate’s Degree and five years of progressive administrative experience, including two years in an equivalent capacity in an Administrative Support position. A Bachelor’s degree may substitute for some experience. Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population. Application Requirements
Coast Community College District Online Employment Application. Current Resume. Cover Letter detailing your experience related to the role. Responses to all supplemental questions. Benefits
Generous medical, dental, vision and life insurance plans for employees and dependents. 21 paid holidays. Cumulative sick leave. Paid vacation. Longevity salary programs. PERS/STRS retirement plans. Deferred compensation/457 plans. Employee Assistance Program. Employment Information
Regular attendance is an essential job function. The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act and complies with related policies and Title IX. Diversity and inclusive environment are strongly encouraged. Reasonable accommodations will be provided for qualified applicants with disabilities who self‑disclose.
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