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Executive Secretary, Vice President of Facilities Development and Operations

WASHTENAW COMMUNITY COLLEGE

Ann Arbor, MI

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JOB DETAILS
SKILLS
Accounting, Administrative Skills, Analysis Skills, Artificial Intelligence (AI), Bid Packages, Billing, Blueprints, Budgeting, Calendar Management, Change Requests/Orders, Communication Skills, Computerized Maintenance Management System (CMMS), Concrete, Construction, Construction Industry Software, Construction Projects, Contract Processing, Cross-Functional, Customer Relations, Data Entry, Emerging Technology, Equipment Maintenance/Repair, Establish Priorities, Executive Assistant Skills , Expense Reports, File Management, Financial Planning, Financial Reporting, Financial Statements, Furniture, Geometry, Google Apps, Interpersonal Skills, Inventory Management, Leadership, Life Insurance, Mail Processing, Mathematics, Microsoft Office, Office Suites, Operational Support, Order Supplies, Problem Solving Skills, Project Tracking, Proposal Writing, Purchase Orders, Purchasing/Procurement, Reconciliation, Record Keeping, Software Administration, Team Player, Time Management, Tuition Fees, Tuition Reimbursement, Vision Plan, Writing Skills
LOCATION
Ann Arbor, MI
POSTED
Today
Posting Details

Posting Details (Default Section)

Posting Number:
0603890

Position Title:
Executive Secretary, Vice President of Facilities Development and Operations

Position is:
Regularfull-time

Position Type:
Staff Position (Full Time/Part Time)

Department/Ofc.:
Facilities

Position Description:

Why Join WCC?

  • An inclusive, welcoming environment for our students, faculty & staff
  • 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
  • Check our Total Rewards here
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 Duties include:
  • Provide executive support for the Vice President of Facilities & Development including, but not limited to:
    • Act as primary point of contact between the Vice President and internal/external stakeholders
    • Draft, review and edit correspondence, reports and presentations on behalf of the Vice President
    • Screen and prioritize emails, phone calls and meeting requests to ensure sufficient time management
    • Coordinate and facilitate communication between the Vice President and leadership teams, staff, and external partners
    • Coordinate and prepare materials for meetings, including agendas, minutes, and follow-up action items.
    • Manage the Vice President's calendar, scheduling meetings, appointments
    • Utilize artificial intelligence (AI)-enabled tools and software to support administrative operations, including drafting correspondence, organizing information, scheduling, data entry, document preparation, meeting summaries, and workflow efficiency, while ensuring accuracy, confidentiality, and compliance with institutional policies and procedures.
  • 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 (Planned Maintenance, Unplanned
  • Maintenance, Capital, and Classroom Enhancement 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 use standard office technology and emerging AI-supported productivity tools in a professional environment for drafting correspondence, meeting summary, scheduling, note organization and other administrative related tasks. Ability to evaluate AI-generated content for accuracy, maintain confidentiality, and apply sound judgment and ethical practices in the use of AI technologies.
  • 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 work with CMMS (Computerized Maintenance Management Systems).
  • Experience in providing administrative support with project management.
  • 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:
06/05/2026

Closing Date:

Open Until Filled
Yes

Special Instructions to Applicants:

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 productive workforce as a reflection of our commitment to serve our community and to build on the success of our students, faculty & staff. Washtenaw Community College is committed to creating a welcoming environment.

Washtenaw Community College is an Equal Opportunity Employer.

Salary/Hourly Rate:
$23.83

Salary Comments:

About the Company

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WASHTENAW COMMUNITY COLLEGE

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