Executive Secretary Provost-Chief Operating Officer (Internal Bid Only)

Executive Secretary Provost-Chief Operating Officer (Internal Bid Only)

Please see Special Instructions for more details.

Please attach resume and cover letter.

Posting Number: 0603545

Position Title: Executive Secretary Provost-Chief Operating Officer (Internal Bid Only)

Position is: Regular full-time

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

Department/Ofc.: Student Services

Why Join WCC?

• An inclusive, welcoming environment for our students, faculty & staff
• Generous Paid Time Off on top of 12 Paid Holidays
• 1:1 Employer Match for Retirement
• Tuition reimbursement for colleges outside WCC

Position Summary:

To serve as a key communications link between the Provost-COO and other related positions and offices of the College, ensuring streamlined operations and proactive administrative support for the Provost’s office. This position will also provide backup administrative support to the Executive Vice President of Instruction.

Essential Job Duties and Responsibilities:

• Manage daily operations including email communication, scheduling, drafting correspondence, and preparing reports and presentations. Use modern office productivity tools (Microsoft Office, Google Suite, Slack, Zoom) for efficient workflow and collaboration.
• Act as a central point of contact, facilitating communications between the Provost’s office and college departments, students, faculty, and community members, ensuring a high level of responsiveness and clarity.
• Organize and manage virtual and in-person meetings, conferences, workshops, and events, utilizing modern scheduling tools and platforms for seamless coordination.
• Assist in the preparation of materials for Board meetings.
• Support ongoing projects by coordinating timelines, distributing materials, tracking progress, and ensuring alignment with college policies and procedures. Use project management software for effective task management.
• Work directly with division staff and other College departments in coordinating the distribution of documents and/or information to and from the office of the Provost in accordance with College policy, procedures and contract stipulations.
• Assist in the development and adherence to the office budget.
• Utilize digital filing systems for maintaining and organizing records, including confidential information and student/faculty communications.
• Prepare and update log of various requests, forms, reports, assignments, and contracts.
• Maintain Provost’s calendar, appointments, conferences and meetings schedule. This includes assisting with scheduling activities and meetings.
• Coordinate and process materials in accordance with college policy and procedures such as reports, and requisitions.
• Maintain confidentiality of all information regarding student records and student and faculty communications.
• Provide support as needed for student conduct investigations. Assist in managing documentation and communications related to student conduct investigations, ensuring all materials are handled with the utmost confidentiality.
• Provide superior customer service to students; creating a positive impression and image of the College with the ability to defuse situations.
• Create a positive impression of the College and the division by cheerfully and enthusiastically greeting visitors and callers and interacting positively with students, faculty, staff and other visitors of the Division.
• Promote an inclusive office environment by demonstrating cultural sensitivity and supporting the college’s DEI initiatives in all communications and administrative practices.
• Regular attendance on campus is required for this position.
• Other duties as assigned.

Related Duties:

• Ensure office technology, software, and equipment are functioning optimally, and maintain supplies as needed.
• Offer administrative support to staff and committees, utilizing shared digital workspaces to promote teamwork, transparency, and effective collaboration.

Minimum Required Knowledge, Skills and Abilities:

• High school diploma or GED equivalent, and 60 credit hours in related coursework and seven (7) years relevant work experience OR the equivalent combination of education and work experience.
• Proficiency with digital tools such as Microsoft Office, Google Workspace, cloud storage, video conferencing platforms (Zoom, Microsoft Teams), and task management tools. Ability to quickly learn new technologies and systems as needed.
• Ability to work with and proofread statistical information/numbers including preparation of reports and monitoring of departmental budgets.
• Strong verbal and written communication abilities, including the ability to craft clear, concise, and professional emails, reports, and meeting minutes.
• Adept at handling sensitive and confidential information, ensuring compliance with college policies and legal requirements.
• Demonstrated ability to resolve issues promptly, adapt to changing priorities, and remain flexible in a fast-paced environment.
• Ability to efficiently manage and organize digital and physical records, multitask, and maintain a high degree of attention to detail.

Additional Preferred Qualifications:

• Associate Degree in Office Information Systems or a related field.
• Experience working within a college or university setting, familiar with academic policies, procedures, and operations.
• 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.
• Demonstrated work history of coordinating work effort with others and working effectively with others and in a team setting.
• Self-motivated, with the ability to work independently, take initiative, and manage tasks with minimal supervision.
• Strong interpersonal skills, with a demonstrated ability to work effectively with diverse teams, and manage interactions in a professional, empathetic manner.

Posting Date: 10/14/2024

Closing Date: 10/21/2024

Open Until Filled: No

Special Instructions to Applicants: Please attach resume and cover letter.

Salary/Hourly Rate: $23.33

Salary Comments: $48,526.40 annual

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you meet the minimum qualifications for this position?
  • Yes
  • No
• * Are you a current member of the OPTA employed at WCC?
  • Yes
  • No

Required Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Unofficial Transcripts 1
• Other Documents

Washtenaw Community College does not discriminate on the basis of religion, race, color, national origin, age, sex, height, weight, marital status, disability, veteran status, or any other protected status as provided for and to the extent required by federal and state statutes. Nor does the college discriminate on the basis of sexual orientation, gender identity or gender expression. Click here for Notice of Nondiscrimination and Other Compliance Statements.#J-18808-Ljbffr