Executive Secretary, Vice President of Facilities Development and Operations
Listed on 2026-07-29
-
Administrative/Clerical
Administrative Management, Business Administration -
Management
Administrative Management, Business Administration
Executive Secretary, Vice President of Facilities Development and Operations
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.
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/Office: Facilities
- An inclusive, welcoming environment for our students, faculty & staff
- 4:1 Employer Match for Retirement
- Tuition reimbursement for colleges outside WCC
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- 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…
(If this job is in fact in your jurisdiction, then you may be using a Proxy or VPN to access this site, and to progress further, you should change your connectivity to another mobile device or PC).