Coast Colleges
IN-HOUSE ONLY: Division Area Office Coordinator
Coast Colleges, Costa Mesa, California, United States, 92626
(ON-CAMPUS - in-person position)
IN-HOUSE ONLY:
This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply. External candidates are
not eligible
to apply. If you are not a current active employee with CCCD, please do not apply at this time.
Orange Coast College (OCC) is seeking equity‑minded individuals for a classified employee role as a
Division Area Office Coordinator
under the Student Services Wing, as part of the Student Equity and Achievement Area.
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
Staffing leader who oversees and participates in office operations, including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean.
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.
May assist in curriculum processes, 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. Establishes and tracks timelines for projects, activities, and required submissions.
Provides administrative support to special processes such as departmental, curriculum, and other instructional committees. Prepares forms, revisions, and final documents to support proceedings.
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. Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes.
Produces faculty loading records. Monitors, records, and reviews adjunct faculty loading records with the administrator for approval and compliance with work limits. Verifies and calculates full and part‑time faculty overload and forwards information to faculty load specialists.
Explains policy and procedures to students and handles 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.
Makes travel reservations, schedules appointments, and arranges meetings for the Dean, Director, and department chairs.
Initiates and prepares board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
Performs special projects as assigned. Conducts research on libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends to compile reports for administration or regulatory agencies.
Maintains confidentiality of private and sensitive information.
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.
Trains, assigns, prioritizes, and reviews the work of other staff, students, and temporary help.
Initiates all electronic Personnel Action Forms (e‑PAFs), including new hires, assignment changes, special faculty assignments, and substitute assignments.
Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to ensure compliance.
Provides input and recommendations to the administrator concerning administrative timelines, priorities, resource needs, and program planning.
Maintains payroll and budgetary records, including requisitions and claims for reimbursement.
Onboards 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, including transfer credits and other requests.
Participates in accreditation processes (self‑study elements, documentation, and reporting).
Tracks submission of syllabi and book orders for all faculty.
Performs other related duties as assigned and supports the objective of the position.
Abides 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.
Knowledge of policies and procedures associated with academic departments, calendars, student transactions, and faculty workload recording.
Knowledge of education codes and District policies for the assigned organization unit.
Basic budget development, maintenance, and analysis skills.
Competence in computer‑based software (word processing, spreadsheet, presentation graphics, student information systems).
Facilitating small group problem‑solving processes and strong data analysis skills.
Proficient in English usage, grammar, and punctuation for professional correspondence.
Abilities
Accurately take and transcribe notes and/or meeting minutes.
Apply knowledge of College and department organization operations and programs.
Prepare spreadsheets, graphs, charts, and enter, import, and export data to databases.
Plan, organize, and prioritize work to meet schedules and timelines.
Communicate with faculty, students, staff, and the public with patience and courtesy.
Physical Abilities
Work performed indoors; general physical demands as outlined in HR documentation.
Compliance with ADA accommodations process as required.
Education and Experience
Associate’s Degree and five years of progressive administrative experience, including two years in an equivalent capacity in an Administrative Support position is typical.
Combination of education and experience may meet requirements; a bachelor’s degree may substitute for some experience.
Evidence of sensitivity to diverse student backgrounds is required.
Licenses and Certificates
Valid driver’s license may be required.
Working Conditions
Work performed indoors; minimal safety considerations.
NOTE: Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA at this time.
Position Details
Temporary contract, special‑funded, full‑time (40 hrs/week), 12‑month per year classified position.
Base salary EE‑117.
On‑site operation: Monday – Friday, 8:00 am – 5:00 pm with flexibility for extended hours and weekends if required.
Medical, dental, vision, and life insurance available for employee and eligible dependents.
No salary negotiation; employee starts at first step of salary grade.
Application Requirements
Complete Coast Community College District Online Employment Application.
Responses to supplemental questions with clear and detailed answers.
Cover letter highlighting experiences relevant to the role and demonstrating sensitivity to diverse student populations (PDF recommended).
Current resume (PDF recommended).
Submit online by November 4 2025 at
http://www.cccd.edu/employment .
Contact for Accommodations
Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office or email accommodation@cccd.edu.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Coast Community College District is committed to employing qualified administrators, managers, faculty, and staff who are dedicated to student learning and success. The District does not discriminate unlawfully in providing educational or employment opportunities on the basis of any protected class.
#J-18808-Ljbffr
IN-HOUSE ONLY:
This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply. External candidates are
not eligible
to apply. If you are not a current active employee with CCCD, please do not apply at this time.
Orange Coast College (OCC) is seeking equity‑minded individuals for a classified employee role as a
Division Area Office Coordinator
under the Student Services Wing, as part of the Student Equity and Achievement Area.
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
Staffing leader who oversees and participates in office operations, including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean.
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.
May assist in curriculum processes, 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. Establishes and tracks timelines for projects, activities, and required submissions.
Provides administrative support to special processes such as departmental, curriculum, and other instructional committees. Prepares forms, revisions, and final documents to support proceedings.
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. Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes.
Produces faculty loading records. Monitors, records, and reviews adjunct faculty loading records with the administrator for approval and compliance with work limits. Verifies and calculates full and part‑time faculty overload and forwards information to faculty load specialists.
Explains policy and procedures to students and handles 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.
Makes travel reservations, schedules appointments, and arranges meetings for the Dean, Director, and department chairs.
Initiates and prepares board agenda items, agreements, and contracts for services and facilities used by and/or provided by the division. Processes contract documents and sets up internal routines for monitoring performance.
Performs special projects as assigned. Conducts research on libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends to compile reports for administration or regulatory agencies.
Maintains confidentiality of private and sensitive information.
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.
Trains, assigns, prioritizes, and reviews the work of other staff, students, and temporary help.
Initiates all electronic Personnel Action Forms (e‑PAFs), including new hires, assignment changes, special faculty assignments, and substitute assignments.
Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to ensure compliance.
Provides input and recommendations to the administrator concerning administrative timelines, priorities, resource needs, and program planning.
Maintains payroll and budgetary records, including requisitions and claims for reimbursement.
Onboards 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, including transfer credits and other requests.
Participates in accreditation processes (self‑study elements, documentation, and reporting).
Tracks submission of syllabi and book orders for all faculty.
Performs other related duties as assigned and supports the objective of the position.
Abides 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.
Knowledge of policies and procedures associated with academic departments, calendars, student transactions, and faculty workload recording.
Knowledge of education codes and District policies for the assigned organization unit.
Basic budget development, maintenance, and analysis skills.
Competence in computer‑based software (word processing, spreadsheet, presentation graphics, student information systems).
Facilitating small group problem‑solving processes and strong data analysis skills.
Proficient in English usage, grammar, and punctuation for professional correspondence.
Abilities
Accurately take and transcribe notes and/or meeting minutes.
Apply knowledge of College and department organization operations and programs.
Prepare spreadsheets, graphs, charts, and enter, import, and export data to databases.
Plan, organize, and prioritize work to meet schedules and timelines.
Communicate with faculty, students, staff, and the public with patience and courtesy.
Physical Abilities
Work performed indoors; general physical demands as outlined in HR documentation.
Compliance with ADA accommodations process as required.
Education and Experience
Associate’s Degree and five years of progressive administrative experience, including two years in an equivalent capacity in an Administrative Support position is typical.
Combination of education and experience may meet requirements; a bachelor’s degree may substitute for some experience.
Evidence of sensitivity to diverse student backgrounds is required.
Licenses and Certificates
Valid driver’s license may be required.
Working Conditions
Work performed indoors; minimal safety considerations.
NOTE: Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA at this time.
Position Details
Temporary contract, special‑funded, full‑time (40 hrs/week), 12‑month per year classified position.
Base salary EE‑117.
On‑site operation: Monday – Friday, 8:00 am – 5:00 pm with flexibility for extended hours and weekends if required.
Medical, dental, vision, and life insurance available for employee and eligible dependents.
No salary negotiation; employee starts at first step of salary grade.
Application Requirements
Complete Coast Community College District Online Employment Application.
Responses to supplemental questions with clear and detailed answers.
Cover letter highlighting experiences relevant to the role and demonstrating sensitivity to diverse student populations (PDF recommended).
Current resume (PDF recommended).
Submit online by November 4 2025 at
http://www.cccd.edu/employment .
Contact for Accommodations
Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office or email accommodation@cccd.edu.
EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
The Coast Community College District is committed to employing qualified administrators, managers, faculty, and staff who are dedicated to student learning and success. The District does not discriminate unlawfully in providing educational or employment opportunities on the basis of any protected class.
#J-18808-Ljbffr