Division Area Office Coordinator - Arts & Letters (IN-HOUSE ONLY)

Division Area Office Coordinator

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.

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 activities.

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

• 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, 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, 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 set up internal routines for monitoring performance.
• 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.
• 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 assure compliance.
• Prepares, processes, and codes requisitions and claims for reimbursement. Resolve purchase orders and contractual matters with vendors and other service providers.
• Trains, assigns, prioritizes, and reviews 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).
• Provides input and recommendations to administrator concerning administrative timelines, priorities, resource needs, and program planning.
• 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.
• 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.

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

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 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.

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.

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.

The position is an in-house only, regular, full-time, 12 month per year classified position. The normal hours of work are 8 : 00 a.m. to 5 : 00 p.m., Monday through Friday. Hours will