Division Area Office Coordinator - Counseling (IN-HOUSE ONLY)

Division Area Office Coordinator - Counseling (IN-HOUSE ONLY)

Salary

$73,846.54 - $99,560.45 Annually

Location

Golden West College, Huntington Beach, CA

Job Type

Classified Staff

Job Number

G-009-27

Division

Golden West College

Opening Date

10/08/2026

Closing Date

10/22/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Definition

(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 not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.

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. Ideal candidates for all positions at our college share our devotion to educating and improving the lives of our representative students, employees, and community populations. Currently, our college enrolls approximately 11,000 students per term; 34.2% are Latinx, 31.8% are Asian, 22.4% are White, 1.8% are African American, 0.5% are Native Hawaiian or Pacific Islander, and 4.8% are 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 so that we can best serve disproportionately impacted groups. Activities and connections include GWCs partnership with student and employee involvement in organizations like Puente, Student Veterans, and Gay Lesbian Alternative Straight Alliance (GLASA); a robust District Ally training program, including UndocuAlly (undocumented students), SafeZone (LGBTQ), Vet Net (veterans), and Ability Ally; and other equity minded programs; and a full calendar of culturally responsive events.

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 Strategic Plan 2025-2029
• GWC Employee-Student Demographics
• Student Equity and Achievement 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 work flow 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 Division Area Office 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 Division Area Office Coordinator may also assist in curriculum processes, and development schedules and sequence required reporting and other time sensitive activity.

Essential Duties and Responsibilities

Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following types of duties, as assigned:

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 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 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 sets 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 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 order and contractual matters with vendors and other service providers.

19. Trains, assigns, prioritizes, and reviews work of other staff, student 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 of 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 general population with queries of varying nature: special events, complaints, conflict resolution, contacting faculty, transfer credits etc.

26. May assist the assigned division with 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

Qualifications and Physical Demands

Knowledge and Skills

1. The position requires in-depth working knowledge of office practices, procedures, and equipment.

2. 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 process.

3. Requires a working knowledge of education codes and District policies and procedures for the assigned organization unit.

4. Requires a knowledge of basic budget development, maintenance, and analysis.

5. 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.

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 skill 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".

Abilities

1. Requires the ability to perform the essential responsibilities and functions of the position.

2. Requires the ability to accurately take and transcribe notes and/or meeting minutes/ recollections.

3. Requires the ability to learn, interpret, explain and apply knowledge of College and department organization operations, programs, functions, special terminology used in academic and student services settings, and faculty labor agreements to relieve a Dean or program director of administrative details.

4. Requires the ability to assist in the implementation of general business and accounting practices for the assigned division.

5. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases.

6. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines.

7. 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.

Physical Abilities

• 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.

Minimum Qualifications: Education, Experience, D.E.I.A

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. A Bachelor's degree may substitute for some experience. Or, any

combination of education and experience which would provide the required equivalent qualifications for the position.

AND

Demonstrated evidence of responsiveness to and understanding of the racial, ethnic, disability, gender identity, sexual orientation, socioeconomic, academic, and cultural diversity within the community college student population, including students with different ability statuses (e.g., physical and/or learning) as these factors relate to the need for equity-minded practice within the classroom and campus.

Licenses and Certificates

May require a valid driver license.

Working Conditions

Work is performed indoors where minimal safety considerations exist.

This job specification describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Conditions of Employment

This is an IN-HOUSE ONLY full-time classified, 40 hour per week, 12-month per year position. The normal hours of work are Monday through Friday from 8am to 5pm. The effective date of employment will be arranged with the supervisor.

ATTENTION: Before applying, please be sure to review the Coast Colleges District Board Policy regarding Nepotism (BP 7310) check if your application may be impacted. Additionally, 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. 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 Thursday, October 22, 2026.

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:

• A complete Coast Community College District Online Employment Application.
• A Current Resume of professional and educational background and experience.
• A Cover Letter detailing your experience related to the role.
• Answers to supplemental questions

Individuals who need reasonable accommodations in accordance with ADA should notify the Human Resources Office for assistance by emailing jobs@cccd.edu or by calling 714.438.4716.

Pay Philosophy

Coast Community College District, through policies, practices, and other benefit programs, delivers a fair and equitable total compensation program that promotes equal employment opportunity, inclusion, and workforce vitality. In general, it is the policy of the district to place new employees at the first step of the salary grade. All movement on the salary schedule will occur July 1 of each year for all classified employees. (Salary Range EE-117)

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 Districts 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.

Additional Information

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

The 2025 Coast Community College District Annual Security and Fire Safety provides the crime statistics for calendar years 2022, 2023, and 2024, which were submitted to the U.S. Department of Education as required under the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. A hard copy can be obtained from one of the Campus Safety Offices. Please contact any of the Campus Safety Offices for any questions.

Comprehensive Medical, Dental and Vision

We know that the health of our employees and their families is a priority. Thats why we offer extensive health care benefits to benefits-eligible employees. We offer the SISC Anthem PPO plan as well as four HMOs, SISC Anthem California Care Full, SISC Anthem Select, SISC Anthem Priority Select, and SISC Kaiser Permanente.

Benefits are available to regular permanent employees working 20 or more hours per week. Benefits are not available to employees working less than 20 hours per week, temporary, hourly, or other short-term employees.

District-paid Life Insurance

The District provides Life and Accidental Death & Dismemberment insurance benefits, underwritten by Hartford. This district-paid benefit is equal to one time your annual salary and remains in effect until age 70. At age 70, your benefit is reduced to half.

District-paid Disability Benefits

Coast Community College District provides both a short-term disability benefit and long-term disability benefit to employees working 20 or more hours per week who are unable to work because of disability due to illness, injury, or maternity.

Voluntary Plans

A variety of voluntary plans are offered through the Coast Community College District to benefits-eligible employees such as Health and Dependent Care Flexible Spending Accounts, MetLife Legal Plan, and other Section 125 compliant insurance plans.

Enrich Your Profession

Professional Development Programs The District offers a variety of Professional Development programs for faculty and classified staff that encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework and conferences. We encourage lifelong learning that maintains and improves professional competencies, enhances career progression, and keeps our employees on the cutting edge of their profession.

Sabbatical Leaves

Faculty members are encouraged to pursue professional growth leading to the development of increased competence and the improvement of instruction and/or redirection in their current teaching discipline. The Districts sabbatical leave program is designed to assist in this pursuit and is available on a semester basis after completing six consecutive years of service.

Time to Refuel

Vacation - Classified employees earn vacation days commensurate with years of service. Confidential, Educational Administrators, and Classified Managers earn 22 days of vacation each fiscal year. Accrued vacation is prorated for all employee categories working less than full-time.

Sick Leave - All contract employees earn sick leave as outlined in the CA Education Code. Sick leave may be carried over from year-to-year and, upon retirement, unused sick leave may contribute to your CalPERS or CalSTRS retirement pension benefit.

Holidays - The Coast Community College District observes 22 paid holidays per year.

Jury Duty, Bereavement, Military Leave - Coast Community College District grants contract employees called to jury duty a leave of absence, without loss of pay, for the entire length of required service. Other available leaves include bereavement from 3-5 days and military leaves of absence in accordance with applicable state laws.

Great Expectations

Pension Plans - The Coast Community College District participates in the California State Teachers Retirement System (CalSTRS) and the California Public Employees Retirement System (CalPERS) for contract employees. Non-contract employees participate in the Public Agency Retirement Services (PARS) plan for the first 1,000 hours of their employment.

Medical Benefits After Retirement - It is the policy of the Coast Community College District that contract employees, who retire from the District at age 60 or older and with fifteen or more years of service, be afforded the same group insurance benefits until 70 years of age. A Medicare Supplement plan is available to retirees and their spouses after age 70.

Annuities - The Coast Community College District maintains a program whereby qualified employees may request through Payroll to have a portion of their salary deposited to a 403b tax-sheltered annuity plan or an approved 457 deferred compensation plan.

Schools First Federal Credit Union - The Schools First Federal Credit Union is a federally insured, full service, financial cooperative that is a not-for-profit organization. Earnings are used to benefit all members to provide a full range of financial services and offerings.

01

Golden West College is committed to fostering a culture of inclusive excellence by uplifting employees and students through an environment that is equitable, diverse, inclusive, and accessible. When responding to the questions below, please provide clear examples with successful outcomes, offer instances where you applied job skills to enhance diversity, equity, and inclusion, as well as your input towards advancing the overall culture at your former workplace. Please confirm Yes to acknowledge that you have read and understand these guidelines.

• Yes
• No

02

Are you a current CCCD Employee? Please provide your job title and E number,

03

This position requires working knowledge of personal computer-based software programs, including but not limited to Microsoft office products, EPAFs, Banner and Argos. List all office or other software programs and/or applications in which you are proficient. For each one that you have listed, please describe your level of proficiency (beginner, intermediate, advanced, expert).

04

Please describe your level of skill and experience in implementing fiscal processes and procedures, including setting up and monitoring budgets, processing purchase orders, tracking expenditures, and handling contracts with vendors.

05

Provide a brief summary of your experience with interdisciplinary and/or cross-departmental faculty collaborations. Include the nature of the collaboration, your contributions, and the resulting outcomes or impact.

06

I understand that a COMPLETE application packet is required for consideration, which includes the following: 1. A completed Coast Community College District Online Employment Application 2. A current Resume (attachment) 3. A Cover Letter (attachment) 4. Answers to supplemental questions

• Yes
• No

Required Question

Employer Coast Community College District

Address 1370 Adams Avenue

Costa Mesa, California, 92626

Phone 714-438-4668

714-438-4714

Website http://www.cccd.edu