Division Area Office Coordinator - Athletics - Coast Community College District

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).  

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

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.