What are the responsibilities and job description for the Executive Secretary of Vice President of Facilities Development and Operations (Internal Bid Only) position at Washtenaw Community College?
Posting Details
Posting Details (Default Section)
Posting Number:
0603612
Position Title:
Executive Secretary of Vice President of Facilities Development and Operations (Internal Bid Only)
Position is:
Regular full-time
Position Type:
Staff Position (Full Time/Part Time)
Department/Ofc.:
Facilities and Operations
Position Description:
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Why Join WCC?
Why Join WCC?
- An inclusive, welcoming environment for our students, faculty & staff
- Generous Paid Time Off on top of 12 Paid Holidays
- Affordable & Comprehensive Health, Dental, Life & Vision Insurance
- 4:1 Employer Match for Retirement
- WCC Tuition paid for you AND your dependents
- Tuition reimbursement for colleges outside WCC
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Position Summary:
The Executive Secretary to the Vice President of Facilities Development and Operations provides high level administrative and operational support to the Vice President, ensuring the seamless execution of executive functions and department initiatives. This position also provides administrative support to the Office of Design and Construction.
Essential Job Duties and Responsibilities:
Provide executive support for the Vice President of Facilities & Development, including, but not limited to:
o Act as primary point of contact between the Vice President and internal/external stakeholders;
o Draft, review and edit correspondence, reports and presentations on behalf of the Vice President;
o Screen and prioritize emails, phone calls and meeting requests to ensure sufficient time management;
o Coordinate and facilitate communication between the Vice President and leadership teams, staff, and external partners.
o Coordinate and prepare materials for meetings, including agendas, minutes, and follow-up action items.
o Manage the Vice President’s calendar, scheduling meetings, appointments
- Oversee special projects assigned by the Vice President, ensuring timely completion and reporting. Track deadlines, deliverables, and progress on key initiatives within the department.
- Assist with the preparation, monitoring, and reconciliation of departmental budgets; process purchase orders, contracts, invoices and expense reports for the Vice President’s office; track and report financial expenditures for projects under the Vice President’s oversight.
- Coordinate, organize, document, and post the college’s annual Capital Plan; and the bi-annual Use and Finance Statement authored by others.
- Maintain all campus project and bond organizations (Deferred Maintenance, Campus Repair & Maintenance, Capital, and Classroom and Furniture Funds), providing evaluation and assessment as needed. Originate and track (through procurement) all purchase requisitions for the organizations.
- Maintain the administrative, divisional equipment, operational furniture and special maintenance orgs/funds; providing evaluation and assessment as needed. Originate and track (through procurement) all purchase requisitions for the organizations.
- Provide support for the staff within the Office of Design and Construction.
- Maintain financial records of planned, in progress, and completed maintenance and construction projects; to include daily transaction posting, budget analysis and discrepancy resolution.
- Assists all Facilities and Purchasing Staff in the preparation of bid packages for new construction, renovation, equipment, and major maintenance. Initiate and process contracts, change orders, pay applications, and other construction forms related to such projects.
- Process, oversee and maintain office assignments for all college employees. Coordinate and track vacancies within faculty office suites using the “Guidelines for the Assignment of Full-Time Professional Faculty Office Spaces” and report accordingly.
- Assist the Design and Construction team with the coordination, creation and installation of all interior building signs.
- Maintain electronic inventory of departmental forms, guides, blueprints; order office supplies and materials.
- Participate in cross-functional training within the department.
- Regular attendance on campus is required.
- Other duties as assigned.
Minimum Qualifications:
Minimum Required Knowledge, Skills and Abilities:
- High School Diploma or GED and 7 years relevant work experience and 60 credit hours in related coursework OR the equivalent combination of education and work experience.
- Demonstrated proficiency with standard office productivity software and tools, including the Microsoft Office Suite, Google Docs, etc.
- Demonstrated ability to calculate figures and amounts such as discounts, proportions, percentages, area, and volume. Ability to apply concepts of basic mathematics with some geometry.
- Demonstrated ability in grammar, spelling, filing, proofreading, and telephone etiquette.
- Understanding of basic accounting/recordkeeping.
- Ability to compose routine reports and correspondence.
- Ability to work independently, organize own workload, and appropriately handle confidential material.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Strong interpersonal and problem-solving s ills needed to deal effectively with the various College constituents.
Preferred Qualifications:
Additional Preferred Qualifications:
- Associate Degree.
- Experience working in a higher educational setting.
- Demonstrated work history of providing high quality, strong customer-oriented services including “can do” problem solving orientation; strong listening skills; ability to understand customer’s needs; meeting the customer’s needs.
- Solid file management skills and experience.
- Demonstrated work history of coordinating work effort with others and working effectively with others and in a team setting.
Posting Date:
03/07/2025
Closing Date:
Open Until Filled
Yes
Special Instructions to Applicants:
Please complete all sections of the application and submit required documents.
Our college strives to make a positive difference in people’s lives through accessible and excellent educational programs and services.
Washtenaw Community College seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve our diverse community and to build on the success of our students, faculty & staff. Washtenaw Community College is committed to creating an inclusive, welcoming environment.
Washtenaw Community College is an Affirmative Action/Equal Opportunity Employer.
Salary/Hourly Rate:
$23.33
Salary Comments:
Salary : $23
