IN-HOUSE ONLY : Division Area Office Coordinator

Division Area Office Coordinator

Orange Coast College is seeking equity-minded individuals for a classified employee role in the Student Services Wing, as part of the Student Equity and Achievement Area.

The College empowers students to achieve their goals by providing high-quality, culturally responsive, and innovative programs and services through pathways leading to degrees, transfers, certificates, foundational skills, workforce development, and lifelong learning. Ideal candidates for this position will share OCC's dedication to transforming lives through education, with a strong commitment to serving a diverse and vibrant student population.

The Coast Community College District values diversity, equity, inclusion, access, and anti-racism by creating a culture of inclusive excellence that uplifts employees and students through an environment that is equitable, diverse, inclusive, and accessible.

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 who oversees and participates in office operations, including student transactions, monitoring faculty assignments and loads, and monitoring division budgets on behalf of the Dean.

Essential Duties and Responsibilities : Specific duties may vary among departments, divisions, and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned :

• 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, but not limited to, 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.
• Creates, verifies, edits, and distributes 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 (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, and office hours.
• 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.
• Provides support to faculty and staff performance evaluation processes by coordinating and scheduling meetings and transcribing confidential evaluations. Tracks and monitors faculty evaluations, verifying completion and compliance with contract guidelines. Provides clarification to faculty evaluators regarding forms, deadlines, etc.
• 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.
• 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.
• 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.
• Performs special projects as assigned. Conducts research on 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.
• 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. This includes consultation and advisement for program units with complex operational and personnel processes
• Reconciles expenditures and initiates reassignment of budgeted funds to and from various accounts, coordinating with accounting staff to ensure compliance.
• Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase order and contractual matters with vendors and other service providers.
• Trains, assigns, prioritizes, and reviews the 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, multiple modes of entry (departmental, web time, etc).
• Provide input and recommendations to the administrator concerning administrative timelines, priorities, resource needs, and program planning
• Coordinates information flow from the division office to the program units to facilitate calculating LHE loads, the appropriate use of budget allocations, and the 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.
• 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.

Qualifications and Physical Demands :

Knowledge and Skills :

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