Division Area Office Coordinator

(ON-CAMPUS - in-person position)

THE COLLEGE - About Orange Coast College

Orange Coast College (OCC) engages in a wide range of collaborative efforts aimed at fostering a culture of educational excellence and inclusivity. With a commitment to providing high-quality academic programs and student-centered support services OCC creates an environment where all students can thrive. As a diverse and globally-minded institution the college takes pride in initiatives that empower student communities by promoting cultural synergy across departments including the Office of Student Equity the Global Engagement Center and the Multicultural Center.

OCC is a recognized leader in preparing students for transfer to four-year institutions and holds the prestigious designations of both a Hispanic-Serving Institution (HSI) and an Asian American Native American and Pacific Islander Serving Institution (AANAPISI). The college also boasts state-of-the-art facilities and is the first community college in Southern California to offer on-campus residential housing with over 300 apartment units further enhancing the student experience.

Orange Coast College Employee-Student Demographic Information

Direct Link: Employee / Student Profile Comparison Dashboard

The Student Success and Support Services Division at Orange Coast College provides comprehensive resources programs and guidance to ensure every student can thrive academically personally and professionally. With more than 65 dedicated staff members the division coordinates a wide network of services that foster equity belonging and student achievement.

Core areas the division oversees include:

• AANHPI Student Achievement Program: Delivers culturally relevant resources and services to support Asian American Native Hawaiian Pacific Islander and Desi students.
• Basic Needs Center & Pirates Cove: Provides food housing transportation clothing and financial wellness support to help students meet essential needs.
• Future Pirate Center: Guides prospective students from application to enrollment including outreach tours and dual enrollment support.
• The Hub: A centralized resource for drop-in assistance proactive outreach through Starfish and one-on-one support with registration forms and navigation of campus resources.
• LGBTQIA Resources: Provides a dedicated Rainbow Cove space for LGBTQIA students and allies peer networks and Safe Zone Ally Trainings for faculty and staff.
• Pirates Promise Program: Offers tuition assistance counseling and wraparound services for first-time full-time students during their first two years.
• Student Equity Program: Focused on eliminating systemic barriers and advancing opportunities for disproportionately impacted students.
• UndocuScholars Program: Assists undocumented immigrant and mixed-status students through legal services academic support and a network of allies.
• Veterans Services: Supports veterans reservists and their families in accessing benefits counseling and educational resources.

Together these programs create an interconnected support network that advances OCCs mission of equity inclusion and student success while responding to the evolving needs of the campus community and preparing students to reach their goals. This supportive network spans multiple sites across the College highlighting the integrated and collaborative approach to student support.

The Student Relations & Title IX Office plays a pivotal role in upholding Orange Coast Colleges commitment to equity safety and accountability while supporting student well-being and success. Serving as the primary office for addressing student grievance processes Title IX compliance the office ensures that all members of the OCC community can learn work and live in an environment free from discrimination harassment and violence.

Core areas the office oversees include:

• Title IXAdministration: Manages compliance with federal and state Title IX regulations oversees complaint resolution and leads prevention education and awareness initiatives such as Relationship Violence Awareness Month Sexual Assault Awareness Month and campus-wide training.
• Complaint Resolution & Grievances: Oversees processes for service complaints grade grievances and other student concerns to ensure fair and transparent resolution.
• ADA/504 Coordination & Housing Accommodations: Serves as the colleges ADA/504 Coordinator and assists in managing housing accommodations to ensure equal access and support for students with disabilities.
• Behavioral Intervention Team (BIT): Chairs and directs the teams efforts to proactively address concerning student behavior and coordinate care-based interventions.
• Prevention Education & Training: Provides education workshops and professional development to faculty staff and students building awareness of rights responsibilities and resources across campus.

Through its multifaceted work the office integrates compliance with care cultivating a trauma-informed student-centered approach. Its mission is not only to uphold equity and accountability but also to foster a safe inclusive and supportive learning community at OCC.

ABOUT THE DISTRICT

COMMITMENT TO EQUITY & IMPACT
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 building an inclusive culture and atmosphere of belonging. We will be actively listening assessing and evaluating for 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

Ideal candidates for this position share OCCs devotion to educating and improving the lives of our representative students employees and community populations. We currently enroll 17102 students the majority of whom are from racially minoritized populations: 36% of OCCs students are Latinx 2% are African-American 25% are Asian less than 1% are Native American 29% are White and 5% are multiracial.

• 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.

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 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.

• 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 Californias 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 Associates 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 Bachelors degree may substitute for some experience.

AND

• 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. (California Code of Regulations Title 5 53022; Education Code Section 87360; Coast Community College District EEO Plan)

• May require a valid drivers license.

• Work is performed indoors where minimal safety considerations exist.

• 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 Districts strategic diversity goals are strongly encouraged to apply.

TheSELECTED CANDIDATEisrequired to complete the following before 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 candidates expense. (Clearance must be received before the first day of employment)
• Present original documents for proof of eligibility to work in the United States.
• Participate in a new hire onboarding appointment with an Employment Services Representative.

• A complete Coast Community CollegeDistrictOnlineEmployment Application.
• Responses toSupplemental Questions(please provide clear and detailed responses as they will be carefully evaluated to determine the most qualified candidate(s) to be invited for an interview; please do not paste your resume put see resume or N/A or leave blank).
• ACoverLetterhighlighting your experiences relevant to this position and addressing the minimum and essential qualificationsincluding your 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.(PDF recommended).
• ACurrent Resumeof professional experience and educational background. (PDF recommended).

Apply online at deadline to apply isNovember 19 2025.Application materials must be electronically submitted online at be considered for employment.Incomplete applications application materials submitted by mail and documents not requested in the job announcement will not be considered. Please note that thedistrict does not return materials submitted in the application process (copies of original supporting documents are acceptable).

Reasonable Accommodations

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

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 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 soat the candidates own expense.