Division Area Office Coordinator - Math & Science; IN-HOUSE Job Huntington Beach area,California USA,Administrative/Clerical

Position: Division Area Office Coordinator - Math & Science (IN-HOUSE ONLY)

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. Currently, our college enrolls approximately 11,000 students per term: 34.2% Latinx, 31.8% Asian, 22.4% White, 1.8% African American, 0.5% Native Hawaiian or Pacific Islander, and 4.8% 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 to best serve disproportionately impacted groups, including participation in Puente, Student Veterans, and GLASA, and a robust district ally training 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 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 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 coordinator may also assist in curriculum processes, development schedules, sequence required reporting, and other time-sensitive activities.

Essential Duties and 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 departmental, curriculum, and other instructional committees. Pre 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. Communicates with faculty related to syllabus, textbook, 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 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…


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