Division Area Office Coordinator (In-House Only)

(ON-CAMPUS - in-person position)  
IN-HOUSE ONLY:  
This position is open to internal permanent Coast Community College District (CCCD) employees to apply.  Temporary and 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 Math and Sciences Division, as part of the Instructional Services Wing. 
About Orange Coast College (OCC)
Orange Coast College's 164-acre campus is located in Costa Mesa just minutes from Southern California's beautiful beaches. Orange Coast College (OCC) was founded in 1947 with the mission to serve the educational needs of a diverse local and global community. 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.  The College promotes student development, learning, and equitable outcomes by fostering a respectful, inclusive, caring, and participatory campus climate of student engagement and academic inquiry.  
OCC engages in a variety of professional development opportunities and partnerships so that we can serve disproportionately impacted groups. Student-centered activities that support OCC's mission include campus-wide student success projects funded by the Office of Student Equity; partnerships with local Hispanic Serving four-year institutions; active programs that work to improve the academic achievement of racially minoritized students, such as PUENTE and UMOJA; Extended Opportunity Programs and Services (EOPS) and Disabled Student Program and Services (DSPS).  Additionally, OCC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). 
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. Orange Coast College 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.

• Orange Coast College - Diversity, Equity, Inclusion, and Accessibility Page
• Orange Coast College - Diversity, Equity, Inclusion, & Accessibility Plan (DEIA)

• 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, 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 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 for completion, and compliance with contract guidelines. Provides clarification to faculty evaluators regarding forms, deadlines, etc. 
• 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. 
• 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 of libraries, business transactions, official proceedings, employee and student records, industry statistics, trends, etc., to compile reports for administration or 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 assure compliance. 
• Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase orders 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, and 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 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. 
• 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. 

Knowledge and Skills

• The position requires in-depth working knowledge of office practices, procedures, and equipment. 
• 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. 
• Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit. 
• Requires a knowledge of basic budget development, maintenance, and analysis. 
• Requires a working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheets, presentation graphics, student information systems, and special applications used by the division. 
• Requires skill at facilitating small group problem-solving processes. 
• Requires sufficient math skills to perform financial and statistical record-keeping. 
• Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. 
• Requires sufficient human relations skills to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts. 
• Requires sufficient knowledge of educational systems and terminology to advise and direct students to appropriate " next steps".

• Requires the ability to perform the essential responsibilities and functions of the position. 
• Requires the ability to accurately take and transcribe notes and/or meeting minutes/ recollections. 
• 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. 
• Requires the ability to assist in the implementation of general business and accounting practices for the assigned division. 
• Requires the ability to prepare spreadsheets, graphs, and charts, and enter, import, and export data to and from databases. 
• Requires the ability to plan, organize, and prioritize work in order to meet schedules and timelines. 
• 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.

• 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. 
• Essential functions will vary by position. 
• 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.

• 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.

• Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom.

• May require a valid driver's license.

• Work is performed indoors where minimal safety considerations exist.

IN-HOUSE ONLY:  
This position is open to internal permanent Coast Community College District (CCCD) employees to apply.  Temporary and external candidates are not eligible to apply.  If you are not a current active employee with CCCD, please do not apply at this time.

• 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.

• 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.

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). 

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance or call 714.438.4716.

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.
• The District reserves the right to extend the deadline, re-advertise the position, or delay filling this position based on the needs of the District and the student population we serve.

Employment Information

• 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 equity and inclusion goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

The SELECTED CANDIDATE is required to complete the following prior to employment:

• 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; AND
• Participate in a new hire onboarding appointment with an Employment Services Representative.

Coast Community College District is an Equal Opportunity Employer
The Coast Community College District is committed to employing qualified administrators/managers, faculty, and staff members who are dedicated to student learning and success. The Board recognizes that diversity in the academic environment fosters awareness, promotes mutual understanding and respect, and provides suitable role models for all students. We are committed to hiring and staff development processes that support the goals of equal opportunity and diversity, and equal consideration for all qualified candidates. The District does not discriminate unlawfully in providing educational or employment opportunities to any person on the basis of race, color, sex, gender identity, gender expression, religion, age, national origin, ancestry, sexual orientation, marital status, medical condition, physical or mental disability, military or veteran status, or genetic information.
  
The Coast Community College District is a multi-college district that includes  Coastline, Community College,  Golden West College ,  and  Orange Coast College .  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. 

https://www.cccd.edu/employees/hr/title9/Pages/Staff-and-Faculty-Resources.aspx
 
This direct link 2023 Coast Community College District Annual Security and Fire Safety Report (Download PDF reader)   is the 2023 Annual Security and Fire Safety Report for Coast Colleges. The crime statistics for calendar years 2020, 2021, and 2022 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 provided from one of the Campus Safety Offices.  Please contact any of the Campus Safety Offices for any questions regarding the report.