Executive Secretary Provost-Chief Operating Officer

$47,840 - $48,526/Yr

Washtenaw Community College - Ann Arbor, MI

Full-time - Entry Level

Ann Arbor, MI

Educational Services

About the position

The Executive Secretary to the Provost-Chief Operating Officer at Washtenaw Community College plays a crucial role in facilitating communication and ensuring efficient operations within the Provost's office. This position provides proactive administrative support, manages daily operations, and serves as a key liaison between the Provost and various stakeholders, including students, faculty, and community members. The role also includes backup support to the Executive Vice President of Instruction, emphasizing the importance of organization, communication, and confidentiality in a dynamic educational environment.

Responsibilities

• Manage daily operations including email communication, scheduling, drafting correspondence, and preparing reports and presentations.
• Act as a central point of contact, facilitating communications between the Provost's office and college departments, students, faculty, and community members.
• Organize and manage virtual and in-person meetings, conferences, workshops, and events.
• 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.
• 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.
• 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.
• 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.
• Provide superior customer service to students; creating a positive impression and image of the College.
• Promote an inclusive office environment by demonstrating cultural sensitivity and supporting the college's DEI initiatives.

Requirements

• 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 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.

Benefits

• Generous Paid Time Off on top of 12 Paid Holidays
• Affordable & Comprehensive Health, Dental, Life & Vision Insurance
• 1:1 Employer Match for Retirement
• WCC Tuition paid for you AND your dependents
• Tuition reimbursement for colleges outside WCC