Division Area Office Coordinator - Arts & Letters (IN-HOUSE ONLY) bei Coast Community College District, CA

About the Department

About Golden West College 

Located in beautiful Huntington Beach, California, Golden West College is a two-year college, serving over 10,500 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI).  

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 Vision 2030 Comprehensive Master Plan
• GWC Employee-Student Demographics
• Student Equity and Achievement Program 

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 the 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 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.
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 set 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 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.
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 orders and contractual matters with vendors and other service providers.
19. Trains, assigns, prioritizes, and reviews work of other staff, students, 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 time cards across multiple labor groups with differing pay periods and deadlines, multiple modes of entry (departmental, web time, etc).
22. Provide 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 the general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits, etc.
26. May assist the assigned division with the 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.

Position Duties

1. The position requires an in-depth working knowledge of office practices, procedures, and equipment.
2. Requires 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 working knowledge of education codes and District policies and procedures for the assigned organizational unit.
4. Requires knowledge of basic budget development, maintenance, and analysis.
5. Requires 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 skills 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".

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

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) to check if your application may be impacted. If you have any questions, please contact HR Recruitment at 714-438-4714 or 714-438-4716. 

Application Requirements 

To be considered for employment you must submit a complete application packet at http://www.cccd.edu/employment by the application deadline: 11:59PM Monday, October 27, 2025.

Incomplete applications, application materials submitted by mail and documents not requested in the job announcement will not be considered. Please note that the district does not return materials submitted in the application process (copies of original supporting documents are acceptable). 

A complete application packet includes:

1. A complete Coast Community College District Online Employment Application.
2. A Current Resume of professional and educational background and experience.
3. A Cover Letter detailing your experience related to the role.
4. Responses to all Supplemental Questions.

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing [email protected] or by calling 714.438.4716.

PAY PHILOSOPHY: 

Benefits

This position is eligible for the following benefits. Please visit the benefits tab above for additional information.  

• 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.

The SELECTED CANDIDATE is required to complete the following prior to 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 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.

Other Qualifications

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