Executive Secretary, Vice President of Facilities Development and Operations

Posting Details

Posting Details (Default Section)

Posting Number: 0603890 Position Title: Executive Secretary, Vice President of Facilities Development and Operations Position is: Regular full-time Position Type: Staff Position (Full Time/Part Time) Department/Ofc.: Facilities Position Description:

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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 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:

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you possess a 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?

• Yes

• No

• • Do you meet the minimum qualifications for this position?

• Yes

• No

• • Are you presently legally authorized to work in the United States?

• Yes

• No

• • In order for WCC to employ you, would you require WCC to provide a petition or a letter to the Department of Homeland Security unless authorized as a F1 student to work?

• Yes

• No

• • This position supports a Facilities department responsible for construction projects, maintenance operations, and skilled trades work. Please describe any relevant experience you have supporting these functions and how it prepares you for this role.

(Open Ended Question)

Required Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Certificate
• Letter of Reference 1
• Unofficial Transcripts 1
• Other Documents