Division Area Office Coordinator; IN-HOUSE

(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 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.

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.

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.

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.

• 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.