Coast Colleges
Division Area Office Coordinator (IN-HOUSE ONLY)
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.
About Orange Coast College Orange Coast College (OCC) is a 164-acre campus located in Costa Mesa, California. The college offers diverse programs and services aimed at supporting a student population mainly drawn from racially and socioeconomically diverse backgrounds.
About the Counseling Division The Counseling Division supports, guides, and facilitates the personal growth and academic success of all students. Core functions include individual counseling sessions, curriculum instruction on life‑enhancing skills, and administrative support for academic and student‑services operations.
Summary Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division, manages information flow, and supports activities such as curriculum, faculty loadings, and scheduling.
Distinguishing Career Features The Division Area Office Coordinator is a working team leader who oversees and participates in office operations, including student transactions, monitoring faculty assignments and loads, and managing division budgets on behalf of the Dean.
Essential Duties and Responsibilities
Organize, balance, and prioritize administrative support duties, anticipating business and academic calendars and cycles.
Provide support to special processes such as departmental, curriculum, and instructional committees; prepare, revise, and finalize related documentation.
Interpret and convey policies and procedures; refer sensitive matters to appropriate administrators.
Prepare, edit, and input information for class schedules; coordinate data requests for schedule production.
Create, verify, edit, and distribute faculty loading records; monitor adjunct faculty loadings and provide overload calculations.
Explain policies to students and field inquiries regarding graduation, petitions, registration, and independent study contracts.
Monitor class enrollment, recommend additions or cancellations, and update scheduling databases; notify stakeholders of schedule changes.
Assist faculty and staff performance evaluation processes; schedule meetings, transcribe evaluations, and verify completion.
Compose various communications (letters, memoranda, reports) based on verbal instructions or drafts.
Schedule appointments and arrange meetings for the Dean, Director, and department chairs; make travel reservations as needed.
Initiate and prepare board agenda items, agreements, and contracts for services and facilities used by the division.
Conduct research on library, business, and regulatory matters to compile reports for administration.
Handle confidential information, maintaining privacy and security.
Record, verify, code, and process payroll information for faculty, staff, and temporary help, including stipends and overloads.
Assist with budget proposals, maintain transaction records, reconcile expenditures, and coordinate reassignments of funds.
Prepare and process requisitions, claims, and purchase orders; resolve vendor matters.
Train and supervise staff, students, and temporary help.
Process electronic Personnel Action Forms (new hires, assignments, special assignments). Review and manage time cards across multiple labor groups.
Coordinate information flow from the division office to program units for workload calculations and HR policy implementation.
Assist with onboarding of new employees, including timecard training and approval of material orders.
Respond to student and public queries related to events, complaints, and transfer credits.
Assist the division with accreditation processes and self‑study documentation.
Track submittal of syllabi and book orders for all faculty.
Perform other related duties as assigned to support the position’s objectives.
Abide by all District policies and procedures, including Board Policy 3050 – Code of Professional Ethics.
Knowledge and Skills
In‑depth knowledge of office practices, procedures, and equipment.
Knowledge of academic department policies, calendars, student transactions, faculty workload recording, and curriculum maintenance.
Understanding of education codes, District policies, and related procedures.
Basic budget development, maintenance, and analysis.
Proficiency in computer software (word processing, spreadsheets, presentation graphics, student information systems).
Ability to facilitate small‑group problem‑solving processes.
Mathematical skills for financial and statistical record‑keeping.
Strong command of English usage, grammar, spelling, and punctuation for professional correspondence.
Human‑relations skills for productive teamwork, patience with customers, and conveying technical concepts.
Abilities
Perform essential responsibilities and functions of the position.
Accurately take and transcribe meeting minutes and recollections.
Learn, interpret, and apply organizational, operational, and procedural knowledge of the College and department.
Assist in implementing general business and accounting practices.
Prepare spreadsheets, graphs, and charts; import and export data to and from 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
Essential job functions and working conditions are recorded with Office of Human Resources.
All essential functions may vary by position.
The District will engage in a timely, good‑faith interactive process with employees or applicants requesting reasonable accommodations for disabilities.
Education and Experience
Associate’s Degree plus five years of progressive administrative experience, including two years in an equivalent administrative support position.
Or, any combination of education and experience that meets the required qualifications. A Bachelor’s degree may substitute for some experience.
Evidence of sensitivity to diverse students and cultural backgrounds (California Code of Regulations Title 5 53022; Education Code Section 87360; Coast Community College District EEO Plan).
Licenses and Certificates
Valid driver’s license may be required.
Working Conditions
Work is performed indoors with minimal safety considerations.
Applicants must be authorized to work for any employer in the U.S.; the District does not sponsor visa applications.
Application Requirements
Complete the Coast Community College District Online Employment Application.
Respond to supplemental questions with clear, detailed answers.
Submit a cover letter highlighting relevant experience and addressing minimum qualifications, including sensitivity to diverse students (PDF recommended).
Submit a current resume of professional experience and education (PDF recommended).
Provide a tuberculosis test certificate (renewed every four years).
Have fingerprints taken by Live Scan; clearance required before first day of employment.
Present original documents proving U.S. work eligibility.
Attend a new‑hire onboarding appointment with Employment Services.
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 on the basis of race, color, sex, gender identity, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, disability, military status, or genetic information.
Deadline to Apply December 15, 2025. Applications must be submitted online at http://www.cccd.edu/employment.
Reasonable Accommodations Individuals requiring accommodations should notify the Human Resources Office or email accommodation@cccd.edu.
Selection Procedure
Applications reviewed to determine minimum qualifications.
Qualified applicants are invited to interview; travel at own expense if required.
Interview may include a short oral presentation or writing exercise.
Final recommendation made by the campus President to the Board of Trustees.
Applicants eliminated will be notified by email.
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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.
About Orange Coast College Orange Coast College (OCC) is a 164-acre campus located in Costa Mesa, California. The college offers diverse programs and services aimed at supporting a student population mainly drawn from racially and socioeconomically diverse backgrounds.
About the Counseling Division The Counseling Division supports, guides, and facilitates the personal growth and academic success of all students. Core functions include individual counseling sessions, curriculum instruction on life‑enhancing skills, and administrative support for academic and student‑services operations.
Summary Performs a variety of technical and administrative support duties for an academic division. Coordinates and performs administrative projects within the division, manages information flow, and supports activities such as curriculum, faculty loadings, and scheduling.
Distinguishing Career Features The Division Area Office Coordinator is a working team leader who oversees and participates in office operations, including student transactions, monitoring faculty assignments and loads, and managing division budgets on behalf of the Dean.
Essential Duties and Responsibilities
Organize, balance, and prioritize administrative support duties, anticipating business and academic calendars and cycles.
Provide support to special processes such as departmental, curriculum, and instructional committees; prepare, revise, and finalize related documentation.
Interpret and convey policies and procedures; refer sensitive matters to appropriate administrators.
Prepare, edit, and input information for class schedules; coordinate data requests for schedule production.
Create, verify, edit, and distribute faculty loading records; monitor adjunct faculty loadings and provide overload calculations.
Explain policies to students and field inquiries regarding graduation, petitions, registration, and independent study contracts.
Monitor class enrollment, recommend additions or cancellations, and update scheduling databases; notify stakeholders of schedule changes.
Assist faculty and staff performance evaluation processes; schedule meetings, transcribe evaluations, and verify completion.
Compose various communications (letters, memoranda, reports) based on verbal instructions or drafts.
Schedule appointments and arrange meetings for the Dean, Director, and department chairs; make travel reservations as needed.
Initiate and prepare board agenda items, agreements, and contracts for services and facilities used by the division.
Conduct research on library, business, and regulatory matters to compile reports for administration.
Handle confidential information, maintaining privacy and security.
Record, verify, code, and process payroll information for faculty, staff, and temporary help, including stipends and overloads.
Assist with budget proposals, maintain transaction records, reconcile expenditures, and coordinate reassignments of funds.
Prepare and process requisitions, claims, and purchase orders; resolve vendor matters.
Train and supervise staff, students, and temporary help.
Process electronic Personnel Action Forms (new hires, assignments, special assignments). Review and manage time cards across multiple labor groups.
Coordinate information flow from the division office to program units for workload calculations and HR policy implementation.
Assist with onboarding of new employees, including timecard training and approval of material orders.
Respond to student and public queries related to events, complaints, and transfer credits.
Assist the division with accreditation processes and self‑study documentation.
Track submittal of syllabi and book orders for all faculty.
Perform other related duties as assigned to support the position’s objectives.
Abide by all District policies and procedures, including Board Policy 3050 – Code of Professional Ethics.
Knowledge and Skills
In‑depth knowledge of office practices, procedures, and equipment.
Knowledge of academic department policies, calendars, student transactions, faculty workload recording, and curriculum maintenance.
Understanding of education codes, District policies, and related procedures.
Basic budget development, maintenance, and analysis.
Proficiency in computer software (word processing, spreadsheets, presentation graphics, student information systems).
Ability to facilitate small‑group problem‑solving processes.
Mathematical skills for financial and statistical record‑keeping.
Strong command of English usage, grammar, spelling, and punctuation for professional correspondence.
Human‑relations skills for productive teamwork, patience with customers, and conveying technical concepts.
Abilities
Perform essential responsibilities and functions of the position.
Accurately take and transcribe meeting minutes and recollections.
Learn, interpret, and apply organizational, operational, and procedural knowledge of the College and department.
Assist in implementing general business and accounting practices.
Prepare spreadsheets, graphs, and charts; import and export data to and from 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
Essential job functions and working conditions are recorded with Office of Human Resources.
All essential functions may vary by position.
The District will engage in a timely, good‑faith interactive process with employees or applicants requesting reasonable accommodations for disabilities.
Education and Experience
Associate’s Degree plus five years of progressive administrative experience, including two years in an equivalent administrative support position.
Or, any combination of education and experience that meets the required qualifications. A Bachelor’s degree may substitute for some experience.
Evidence of sensitivity to diverse students and cultural backgrounds (California Code of Regulations Title 5 53022; Education Code Section 87360; Coast Community College District EEO Plan).
Licenses and Certificates
Valid driver’s license may be required.
Working Conditions
Work is performed indoors with minimal safety considerations.
Applicants must be authorized to work for any employer in the U.S.; the District does not sponsor visa applications.
Application Requirements
Complete the Coast Community College District Online Employment Application.
Respond to supplemental questions with clear, detailed answers.
Submit a cover letter highlighting relevant experience and addressing minimum qualifications, including sensitivity to diverse students (PDF recommended).
Submit a current resume of professional experience and education (PDF recommended).
Provide a tuberculosis test certificate (renewed every four years).
Have fingerprints taken by Live Scan; clearance required before first day of employment.
Present original documents proving U.S. work eligibility.
Attend a new‑hire onboarding appointment with Employment Services.
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 on the basis of race, color, sex, gender identity, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, disability, military status, or genetic information.
Deadline to Apply December 15, 2025. Applications must be submitted online at http://www.cccd.edu/employment.
Reasonable Accommodations Individuals requiring accommodations should notify the Human Resources Office or email accommodation@cccd.edu.
Selection Procedure
Applications reviewed to determine minimum qualifications.
Qualified applicants are invited to interview; travel at own expense if required.
Interview may include a short oral presentation or writing exercise.
Final recommendation made by the campus President to the Board of Trustees.
Applicants eliminated will be notified by email.
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