Division/Area Office Coordinator - Library

Coast Community College District

Orange Coast College


Division/Area Office Coordinator - Library

Job# O-008-17

Salary: $48,684.00 - $59,256.00 Annually

Deadline: 12/12/16


Complete job description and application available online at:


Under the direction of the Orange Coast College Dean, of Library and Learning Resources the Area Office Coordinator is the primary secretary to a College Instructional Division Office; to coordinate the day-to-day administrative operations of the Division office, interacting with the public, students, administrators, faculty and staff; to provide administrative assistance and secretarial support for the office; make determinations of items to be brought to the attention of the Dean; and to perform other related duties.


EXAMPLES OF DUTIES: Duties may include, but are not limited to, the following:

a. Provide administrative assistance for an educational administrator in a Division Office, faculty and staff; coordinate the day-to-day administrative operations of the Division office, interacting with the public, students, administrators, faculty and staff; primary secretary to the Division/Area Dean.

b. Compile and maintain confidential information, including evaluations of faculty and staff, hiring information, grievances and complaints; maintain confidential files; process personnel forms for full-time and adjunct faculty, classified personnel and others assigned to the Division/Area.

c. Participate directly in the activities of the Library, Student Success Center, Online Educational Support, Large Group Instructional Support and the Honor's Program to coordinate services, analyze data, direct staff, monitor programs and activities, and schedule events on behalf of the assigned Dean.

d. Serve as a liaison between the Dean's office and College and District personnel; interpret, implement and disseminate District policies and Division procedures to the public, faculty, students and staff; relieve the Dean of routine administrative duties.

e. Utilize various computerized systems to assist in the daily operations of the office; provide for reports unique to requirements of the assigned Division or Area.

f. Monitor assigned budgets and fiscal management processes; initiate and track expenditures; order office and instructional supplies as needed and maintain appropriate inventory; monitor program budgets; monitor budgets for grants and ancillary accounts; analyze accounts and make recommendations to the Dean for budget transfers as necessary.

g. Assist in the documentation and maintenance of Division curriculum and course outlines; coordinate the preparation of class schedules, including computer input and informational brochures; schedule and maintain a calendar of events, meetings and workshops.

h. Prepare agendas for meetings and conferences; take minutes at meetings as directed.

i. Train and provide work direction and guidance to student assistants, hourly and classified staff assigned to the Division office.

j. Process requests to meet special needs of students, such as petitions and contracts.

k. Compile and organize information for specific projects, reports and requisitions; design various forms and reports.

l. Arrange appointments for the Dean; initiate meetings as necessary; arrange programs and events; make travel and other arrangements for conferences and events.

m. Operate a computer and related office equipment; administer the maintenance of office equipment.

n. Serve as a resource for counselors and others regarding Division courses, changes, policies, prerequisites and future schedules.

o. Prepare a variety of reports, records and files.

p. Maintain contact and communications with individuals, groups and associations within the College community and office campus.

q. Perform other related job duties as assigned.



Knowledge of:

1. Assigned Division of Library and Learning Resources programs, course offerings, degree offerings and curriculum.

2. Community College organization, operations, policies and objectives.

3. Modern office practices, procedures, and equipment.

4. Record-keeping techniques.

5. Correct English usage, grammar, spelling, punctuation and vocabulary.

6. Oral and written communication skills.

7. Telephone techniques and etiquette.

8. Interpersonal skills using tact, patience and courtesy.


Ability to:

9. Provide administrative assistance for a Division Office Dean, faculty and staff.

10. Independently coordinate the day-to-day administrative operations of the Division or Area office, interacting with the public, students, administrators, faculty and staff.

11. Prepare, organize and track Division curriculum.

12. Maintain records and files.

13. Assemble, organize and prepare data for records and reports.

14. Communicate effectively both orally and in writing.

15. Operate office equipment using a computer and related equipment for record keeping, data base searches, report writing, and word processing functions.

16. Type at 55 words net per minute from clear copy.

17. Plan and organize work independently.

18. Complete work with many interruptions.

19. Understand and work within scope of authority.

20. Establish and maintain cooperative and effective working relationships with others.

21. FERPA (Family Educational Rights and Privacy Act) Maintaining secure records with discretion and in compliance with FERPA.


Education and Experience:

22. Completion of two years college level course work in related subject areas.

23. Three years experience in secretarial or administrative work.

24. Or, any combination of education and experience that would provide the required qualifications.


Conditions of Employment

This is a regular, full-time, 12-month per year classified position.  The normal hours of work will be 8:00am and 5:00pm Monday through Friday. The effective date of employment will be arranged with the supervisor.


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. Individual's 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.


PAY PHILOSOPHY: All movement on the salary schedule will occur July 1 of each year for all classified employees.

Additional Information

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 this opportunity, you must submit a COMPLETE application packet. A complete application packet includes:


A complete Coast Community College District Online Employment Application.

A current resume (as a separate attachment - PDF recommended).

A cover letter (as a separate attachment - PDF recommended).

Answers to all supplemental questions (please provide clear, thorough 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").

Submission of all required application information and materials is the responsibility of the applicant.



Applications must be received no later than the posted closing date. There are NO EXCEPTIONS. Electronic applications may be completed by visiting Once you have completed an electronic application, you may apply to open positions within the Coast Community College District by submitting the application and all other required materials. Required materials differ for each open position and must be complete when submitted for a specific posting. Instructions for completing applications and applying to posted positions are available online or by calling Applicant Processing at (714) 438-4714 or (714) 438-4716.


Information for TDD users is available by calling (714) 438-4755.


All applications will be screened under a process of utmost confidentiality by a committee of representatives from the college community. All application materials become the property of the Coast Community College District and will NOT be copied or returned. Any documents that you are unable to attach can be faxed to (714) 782-6065. Faxes must clearly indicate your name and the job to which you are applying.


To ensure consistency and fairness to all applicants, please do not submit materials in addition to those requested. Additional materials will not be considered or returned. Be sure to complete all questions and sections of the application. For questions which may not apply, indicate "n/a" (not applicable). If you do not know an answer, please indicate so, but do not leave any space blank.


Disability Accommodations:

If you require accommodations in the Application or Examination Process, please notify Human Resources by calling (714) 438-4714 or (714) 438-4716.



All online applications and required materials received by the deadline date will be screened to determine which applicant(s) meet(s) 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 required qualifications and who are also deemed to possess the highest degree of desirable qualifications will be invited to discuss their qualifications in an interview with the College/District. Therefore, it is required that applicants submit clear, detailed responses to all supplemental questions in order to demonstrate his/her qualifications as related to the position.

If any travel is required for an applicant to participate in-person during the interview process, this will be done so at the candidate's own expense.



Office environment.

Hearing and speaking to exchange information in person and on the telephone.

Dexterity of hands and fingers to operate a computer and related equipment.

Sitting for extended periods of time.

Bending at the waist, kneeling or crouching.

Seeing to read various materials.

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A detailed list of physical demands and work environment is on file and will be provided upon request.


Coast Community College District is an Equal Opportunity Employer