Division Area Office Coordinator - Counseling (IN-HOUSE ONLY)

Coast Community College District; Huntington Beach (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

21 paid holidays

Paid vacation

Job summary

Coast Community College District in Huntington Beach seeks a Division Area Office Coordinator to perform technical and administrative support for an academic division. The role oversees office operations, faculty load monitoring, and budget tracking, supporting dean-level activities.

Responsibilities include preparing schedules, facilitating meetings, and coordinating information flow across units. Strong knowledge of procedures and confidentiality is essential for this in-house, full-time

Qualifications

• Associate’s Degree and five years of progressive administrative experience, including two years in an equivalent capacity.
• Demonstrated evidence of responsiveness to diversity and equitable practices.

Responsibilities

• Organizes and prioritizes administrative duties for the division, anticipating schedules and cycles.
• Prepares forms and final documents to support curriculum and committee proceedings.
• Monitors faculty loading records and division budgets for approval and compliance.
• Interprets policies and conveys procedures to students and staff.
• Records, transcribes notes, and prepares divisional reports from multiple sources.

Skills

Office practices

Time management

Communication skills

Customer service

Education

Associate’s Degree

Tools

Word processing

Spreadsheets

Student information systems

Job description

(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 Golden West College

Located in the coastal community of Huntington Beach, Golden West College is regarded as one of the most beautiful campuses in Southern California. The college is highly regarded for academic quality and innovation. In its earliest years, the college was recognized for its pioneering leadership in designing learning-centered programs and services for its student body and continues that tradition to this day.

Golden West College (GWC) has an unwavering commitment to quality education; equitable outcomes; inclusive practices; and racial, ethnic, and socioeconomic diversity. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative students, employees, and community populations. Currently, our college enrolls approximately 11,000 students per term; 34.2% are Latinx, 31.8% are Asian, 22.4% are White, 1.8% are African American, 0.5% are Native Hawaiian or Pacific Islander, and 4.8% are multiracial. GWC is an officially designated Hispanic-Serving Institution (HSI) and an Asian American Native American Pacific Islander-Serving Institution (AANAPISI). GWC engages in regular professional development opportunities and partnerships so that we can best serve disproportionately impacted groups. Activities and connections include GWC's partnership with student and employee involvement in organizations like Puente, Student Veterans, and Gay Lesbian Alternative Straight Alliance (GLASA); a robust District Ally training program, including UndocuAlly (undocumented students), SafeZone (LGBTQ), Vet Net (veterans), and Ability Ally; and other equity minded programs; and a full calendar of culturally responsive events.

D.E.I.A - Diversity, Equity, Inclusion and Accessibility

At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC:

• Mission, Vison and Values
• GWC Strategic Plan 2025-2029
• GWC Employee-Student Demographics
• Student Equity and Achievement Program

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

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. Provides 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

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.

Minimum Qualifications

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.

AND

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 and campus.

Licenses and Certificates

May require a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

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.

If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716.

This is an IN-HOUSE ONLY full-time classified, 40 hour per week, 12-month per year position. The normal hours of work are Monday through Friday from 8am to 5pm. The effective date of employment will be arranged with the supervisor.

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. (Salary Range EE-117)

Benefits

• Generous medical, dental, vision and life insurance plans for employees and dependents
• 21 paid holidays
• Cumulative sick leave
• Paid vacation
• Longevity salary programs
• PERS/STRS retirement plans
• Deferred compensation/457 plans
• Employee Assistance Program

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 the District's strategic diversity goals are strongly encouraged to apply. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

Selected Candidate

• 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.

Coast Community College District Title IX

For more information on Title IX click here

The 2025 Coast Community College District Annual Security and Fire Safety 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.