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NEOGOV · 1 day ago

Division Area Office Coordinator (IN-HOUSE ONLY)

Costa Mesa, CA

Full-time

Onsite

Mid, Senior Level

$69K/yr - $94K/yr

5+ years exp

Orange Coast College (OCC) is seeking equity-minded individuals for the Division Area Office Coordinator position under the Student Services Wing. The role involves performing a variety of technical and administrative support duties for the academic division, coordinating information and workflow, and overseeing office operations.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

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 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

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 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

Qualification

Office practicesBudget developmentStudent information systemsAdministrative supportHuman relations skillsMath skillsEnglish proficiencyCommunication skillsProblem-solving skills

Required

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

Or, any combination of education and experience that would meet the required equivalent qualifications for the position

A Bachelor's degree may substitute for some experience

Evidence of demonstrated sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, geographic, gender, gender identity, and ethnic backgrounds of community college students

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 processes

Requires a working knowledge of education codes, 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, spreadsheet, 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, and 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

May require a valid driver's license