Executive Secretary Provost-Chief Operating Officer

Company: Acord (association For Cooperative Operations Rese
Location: Ann Arbor
Posted on: October 30, 2024

Job Description:

Essential Job Duties and Responsibilities: Why Join WCC?

• An inclusive, welcoming environment for our students, faculty & staff
• 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
• Check out our Total Rewards 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. FLSA: Hourly - Non-Exempt Hours/Days/Year: 2080 Minimum Qualifications: 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. Salary/Hourly Rate: $23.33 Special Instructions to Applicants: At WCC, we value diverse experiences and perspectives. If you're excited about this role and meet the minimum qualifications but not all of the preferred qualifications, we encourage you to still apply. We believe that some skills can be developed, and a varied background may bring a unique contribution to our team. If you have a passion for our mission and can convey your transferable skills related to the position, we'd love to hear from you. Washtenaw Community College is an Affirmative Action/Equal Opportunity Employer.
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