Division Area Office Coordinator
5 days ago
Westminster
Coastline Community College is one of the three comprehensive colleges that make up the Coast Community College District (CCCD) in Orange County, California. Established in 1976, Coastline has a long-standing reputation for providing high-quality education and support to its students. The college offers a wide range of degree and certificate programs in subjects such as business, healthcare, computer science, and many others. Coastline is known for its innovative and flexible approaches to education, including online and hybrid courses, as well as its commitment to student success. With a diverse student body and a supportive community, Coastline provides a welcoming and inclusive environment for all students to learn, grow, and succeed. The college also has a strong commitment to community engagement and works closely with local businesses, organizations, and agencies to provide real-world experiences for its students and to support the broader community. (ON-SITE - In-Person Position) 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 work flow 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 activity. Essential Duties and Responsibilities Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties, as assigned: 1. 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., 2. Provides administrative support to special processes such as, but not limited to departmental, curriculum, and other instructional committees. Prepares forms, revisions, and final documents to support proceedings., 3. Interprets and conveys policies and procedures, referring extremely difficult or sensitive matters to the appropriate administrator., 4. Prepares, edits, and inputs information that supports publication of class schedules. Coordinates and participates in compiling information requests on behalf of other organizational units responsible for class schedule production processes., 5. Creates, verifies, edits, and distributes faculty loading records. Monitors, records, and reviews adjunct faculty loading records with administrator for approval and compliance with work limits. Verifies and calculates full and part-time faculty overload and forwards information to faculty load specialists., 6. Explains policy and procedures to students (prerequisite, petition, registration, holds, add/drop, grade posting). Fields and advises student inquiries related to grade grievances, academic petitions, prerequisite challenges, late registration and independent study contracts. Communication with faculty related to syllabus, textbook, office hours., 7. Monitors class enrollment, recommending necessary additions or cancellations, and entering corrected data into databases. Processes forms with changes to master class schedules. Notifies students and impacted units of schedule changes., 8. Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings, and transcribing confidential evaluations. Tracks and monitors faculty evaluations verifying for completion, and compliance with contract guidelines. Provides clarification to faculty evaluators regarding forms, deadlines, etc., 9. May provide administrative support to special processes such as, but not limited to curriculum and education requirements committees, advisory boards, and special interest group meetings. Prepares forms, revisions, and final documents to support proceedings., 10. 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. Maintains records and assists in preparing divisional reports by gathering and summarizing information from a variety of sources and posting and maintaining appropriate portal sites., 11. Schedules appointments and arranges meetings for the Dean, Director, and department chairs. Prepares schedules and informs participants, confirming dates and times. May make hotel, conference, and travel reservations., 12. May initiate and prepare 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., 13. Performs special projects as assigned. Conducts research of libraries, business transactions, official proceedings, employee and student records, industry statistics, and trends, etc., to compile reports for administration or to regulatory or governing agencies., 14. Receives, handles, and stores confidential information pertaining to the College or assigned division. Maintains confidentiality of private and sensitive information., 15. 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., 16. Assists with 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. This includes consultation and advisement for program units with complex operational and personnel processes., 17. Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to assure compliance., 18. Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase order and contractual matters with vendors and other service providers., 19. Trains, assigns, prioritizes, and reviews work of other staff, student and temporary help., 20. Initiates all e-PAFs (electronic Personnel Action Forms). This includes new hires, assignment changes, special faculty assignments and substitute assignments., 21. Reviews and manages of time cards across multiple labor groups with differing pay periods and deadlines, multiple modes of entry (departmental, web time, etc)., 22. Provide input and recommendations to administrator concerning administrative timelines, priorities, resource needs and program planning., 23. 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. Relays and clarifies processes and procedures to faculty regarding enrollment, resource allocation, conference funding, reimbursements, ARR processes, HR processes, etc., 24. Onboarding of new employees including timecard training, submittal of key requests, approval of book orders, use of material fees, and assistance with roster access., 25. Assists students and general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits etc., 26. May assist the assigned division with accreditation process, self-study elements, documentation and reporting., 27. Tracks submittal of syllabi and book orders for all faculty., 28. Performs other related duties as assigned that support the objective of the position., 29. Required to abide by all District policies and procedures including Board Policy 3050 - Code of Professional Ethics. Qualifications Knowledge and Skills 1. The position requires in-depth working knowledge of office practices, procedures, and equipment., 2. Requires a working knowledge of the policies and procedures associated with academic departments including calendars and schedules, student transactions, faculty workload recording, and curriculum development and maintenance process., 3. Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit., 4. Requires a knowledge of basic budget development, maintenance, and analysis., 5. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, student information systems, and special applications used by the division., 6. Requires skill at facilitating small group problem- solving processes., 7. Requires sufficient math skills to perform financial and statistical record keeping., 8. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence., 9. Requires sufficient human relations skill to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts., 10. Requires sufficient knowledge of educational systems and terminology to advise and direct students to appropriate " next steps". Abilities 1. Requires the ability to perform the essential responsibilities and functions of the position., 2. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections., 3. Requires the ability to learn, interpret, explain and apply knowledge of College and department organization operations, programs, functions, special terminology used in academic and student services settings, and faculty labor agreements to relieve a Dean or program director of administrative details., 4. Requires the ability to assist in the implementation of general business and accounting practices for the assigned division., 5. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases., 6. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines., 7. Requires the ability to communicate with faculty, students, staff, and the public using patience and courtesy, and in a manner that reflects positively on the organization unit. Physical Abilities 1. The general physical demands, working conditions, and essential job functions associated with this classification will be kept on file with the Office of Human Resources., 2. Essential functions will vary by position., 3. As defined by Title I of the Americans with Disabilities Act ("ADA") and California's Fair Employment and Housing Act ("FEHA"), the District shall engage in a timely, good faith interactive process with employees or employment applicants who are requesting or are in need of reasonable accommodations and, provide reasonable accommodations for employees or employment applicants who, because of their disability, are limited in or unable to perform one or more of the essential functions of their job in accordance with applicable state and federal law. Education and Experience The position typically requires an Associate's Degree and five years of progressive administrative experience, including two years in the equivalent capacity in an Administrative Support position. A Bachelor's degree may substitute for some experience. Or, any combination of education and experience which would provide the required equivalent qualifications for the position. Licenses and Certificates May require a valid driver license. Working Conditions Work is performed indoors where minimal safety considerations exist. This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job. Note: D.E.I.A. - Diversity, Equity, Inclusion, Accessibility, and Anti-Racism The Coast Community College District (Orange Coast College, Golden West College, and Coastline) continues to strengthen our efforts around diversity, equity, inclusion, access, and anti-racism. The Coast Community College District is focused on creating a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. Note: To be eligible for employment, you must possess authorization to work in the United States. The District does not sponsor visas or take over any established visa sponsorship. This is a permanent, general funded, full-time, 12-months per year classified position. The normal hours of work will be Monday through Friday 7:30 am to 4:30 pm, with the flexibility to occasionally work extended hours and/or weekends, if necessary, to meet the department's needs. The effective date of employment will be arranged with the supervisor. The District provides medical, dental, and vision insurance for the employee and eligible dependents and life insurance for the employee. ___ Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910 ) The Coast Community College District celebrates all forms of diversity and is deeply committed to fostering an inclusive environment within which students, staff, administrators, and faculty thrive. Individuals interested in advancing the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. Pay Philosophy: Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the District to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees. Application Requirements: Application materials must be electronically submitted online at ___ to be considered for employment. Incomplete applications, application materials submitted by mail, and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). A complete application packet includes: • A complete Coast Community College District Online Employment Application., • Responses to Supplemental Questions (please provide clear and detailed responses, as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume, put "see resume" or "N/A", or leave blank)., • A Cover Letter highlighting your experiences relevant to this position and addressing the minimum and essential qualifications, including your demonstrated evidence of D.E.I.A. (Diversity, Equity, Inclusion, Access). (upload as a separate attachment - PDF recommended). Coast Community College District - Human Resources 1370 Adams Avenue, Costa Mesa, CA 92626 Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716. *Note: We have a strong focus and importance on D.E.I.A. and Anti-Racism (Diversity, Equity, Inclusion, Accessibility) and will be actively listening, assessing, and evaluating this throughout each stage of the application, recruitment, and interview process. Submission of all required application information and materials is the responsibility of the applicant. All application materials become the property of the Coast Community College District and will NOT be copied or returned. To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. If you do not know an answer, please indicate so, but do not leave any space blank. All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. Please note: Possession of the minimum qualifications does not ensure an interview. Any documents that you are unable to attach can be emailed to ___. Emails must clearly indicate the job you are applying to and your full name. Selection Procedure • All online applications received by the application deadline will be screened to determine which applicants meet the minimum qualifications as stated in the job announcement. Please note: Possession of the minimum qualifications does not ensure an interview., • Applicants wishing to apply for more than one position must submit separate application materials for each desired position., • Applicants who meet the minimum qualifications and who are also deemed to possess the highest committee evaluation will be invited to an interview., • If any travel is required for an applicant to participate in person during the interview process, this will be done so at the candidate's own expense., • During the interview, candidates may be asked to conduct a short oral demonstration/presentation on a previously announced topic as well as participate in a writing exercise, or hands-on practical., • Consideration will also be given to factors in addition to education and experience, including but not limited to professional development, ability to work with others, and commitment to meet student needs., • The search committee will rate the candidate's responses to the interview questions, the demonstration/presentation, and the applicable writing exercises and/or hands-on practicals. Based on this rating, a number of candidates will be recommended to move forward and will be invited for a second-level interview., • The hiring manager will conduct reference checks on the final candidate. The district reserves the right to contact the current or most recent employer and to investigate past employment records of applicants selected for interviews., • The campus President will make the final recommendation for employment to the Board of Trustees., • The start date will be determined based on the needs of the campus and the conditions of employment as posted in the job announcement/recruitment., • Applicants who are eliminated from consideration will be notified by email. All applicants are requested to provide an email address in their online application. Candidates should not expect official notification of the status of their candidacy until the Board of Trustees has acted upon the College's recommendation for employment., • Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment., • The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in Coast Community College District policies, procedures, and Title IX. (Reference: BP/AP 5910), • Provide a Certificate of Tuberculosis Exam for initial appointment (Note: The certificate must be renewed every 4 years as a condition of continuing employment)., • Have fingerprints taken by a Live Scan computer at the candidate's expense (Clearance must be received prior to the first day of employment)., • Present original documents for proof of eligibility to work in the United States including a Social Security Card; (Note: We are unable to sponsor or take over sponsorship of an employment Visa at this time.) AND The Coast Community College District is a multi-college district that includes _________and ___. The three colleges offer programs in transfer, general education, occupational/technical education, community services, and student support services. Since its founding in 1947, the Coast Community College District has enjoyed a reputation as one of the leading community college districts in the United States. Governed by a locally elected Board of Trustees, the Coast Community College District plays an important role in the community by responding to the needs of a changing and increasingly diverse population. ___ (For more information on Title IX click here) The ___ provides the crime statistics for calendar years 2022, 2023, and 2024, which were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.
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