Division Area Office Coordinator

Overview

(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 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 Student Services Wing, as part of the Counseling Division.

Orange Coast College's 164-acre campus is located in Costa Mesa, with a campus in Newport Beach (Waterfront Campus). OCC was founded in 1947 to serve the educational needs of a diverse local and global community. The College empowers students to achieve their goals through high-quality, culturally responsive, and innovative programs and services. OCC promotes student development, learning, and equitable outcomes by fostering an inclusive campus climate.

Ideal candidates will share OCC’s dedication to transforming lives through education and serving a diverse student population. OCC enrollment and diversity data are listed in the original description.

OCC engages in collaborative efforts to foster a culture of educational excellence and inclusivity, including initiatives across the Office of Student Equity, the Global Engagement Center, and the Multicultural Center. OCC is a designated Hispanic-Serving Institution (HSI) and Asian American Native American Pacific Islander-Serving Institution (AANAPISI). The college offers on-campus residential housing and other facilities.

THE DEPARTMENT:
About OCC's Counseling Division

The Counseling Division’s mission is to support and guide the personal growth and development of students and contribute to their academic success, with an emphasis on building working relationships with counseling faculty.

• The division’s primary function is offering individual counseling sessions to students.
• The division also delivers life-skills instruction through its curriculum, focusing on decision-making, relationships, and personal health and awareness.

The Division Area Office Coordinator is part of a multi-level career path offering administrative support. The role includes overseeing office operations, student transactions, faculty load monitoring, and division budgeting on behalf of the Dean. The position requires knowledge of administrative procedures and the ability to organize work, information flow, and deadlines. The role may assist in curriculum processes, development schedules, and reporting.

• Organizes, prioritizes, and may assign administrative support duties; establishes and tracks project timelines and submissions.
• Provides administrative support to committees; prepares forms and final documents to support proceedings.
• Interprets and conveys policies and refers sensitive matters to the administrator.
• Assists with class schedule publications and information requests for schedule production.
• Manages faculty loading records and coordinates with load specialists on overload calculations and compliance.
• Explains policies to students and handles inquiries related to registration, holds, prerequisites, and petitions.
• Monitors class enrollment and updates schedules; notifies affected units of changes.
• Provides support to faculty and staff evaluation processes; coordinates meetings and transcripts confidential evaluations.
• Schedules meetings for the Dean, Director, and chairs; may arrange travel and accommodations.
• Initiates board agenda items, contracts for services, and monitors performance of facilities contracts.
• Trains and supervises staff and students; performs other duties as assigned.
• Maintains confidentiality of sensitive information.
• Processes payroll information and assists with budgeting and requisitions; ensures compliance with policy.
• Onboarding of new employees and timecard training; roster access assistance.
• Responds to student inquiries on events, conflicts, transfer credits, etc.
• Assists division with accreditation processes and syllabi/book orders tracking.
• Tracks syllabi and book orders…