Administrative Secretary, Dean of Capital Projects, Maintenance, and Operations

The Administrative Assistant to the Dean of Capital Projects, Maintenance, and Operations provides comprehensive administrative and operational support to the Dean and the division. This position plays a critical role in the effective coordination of capital projects, facilities maintenance, campus operations, contract administration, and coordination of maintenance staff. The Administrative Assistant serves as a primary point of contact for internal and external stakeholders and supports strategic, financial, and operational initiatives within the division.

POSTING DATE: APRIL 15, 2026 SALARY: Appropriate placement on Salary Schedule E2, 02 (range: $50,680 - $68,169). ANTICIPATED START DATE: MAY 15, 2026 This position will be based initially at Wallace Campus in Dothan, Alabama. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

Essential Duties and Responsibilities

Administrative Support

• Provide direct administrative support to the Dean, including calendar management, meeting coordination, travel arrangements, and preparing correspondence.
• Draft, edit, and format professional correspondence, reports, presentations, agendas, and meeting minutes.
• Maintain confidential files related to personnel, contracts, budgets, capital projects, and compliance documentation.
• Serve as the primary point of contact for the Deans office, responding to inquiries and routing requests appropriately.
• Manage office workflow , ensuring deadlines and priorities are met efficiently.
• Assist with special projects as assigned to support the mission and goals of Capital Projects, Maintenance, and Operations.

Capital Projects & Facilities Support

• Assist with tracking capital improvement, renovation, and deferred maintenance projects, including timelines, documentation, and approvals.
• Coordinate meetings with architects, engineers, contractors, and internal stakeholders; prepare and distribute project materials.
• Maintain organized records for leases, construction documents, contracts, and project correspondence.
• Support communication of project updates and ensure documentation is current and accessible.
• Assess maintenance requests and schedule and allocate personnel as appropriate.

Contract Administration & Compliance

• Assist in the preparation and organization of RFPs, bid documents, contracts, and related materials in compliance with Alabama Bid Law, Public Works Law, and ACCS guidelines.
• Track contract timelines, renewals, insurance certificates, and required approvals.
• Processcontractorinvoices and payment documentation; route approvals asrequired.
• Maintain audit-ready records for compliance reviews and reporting.

Fiscal and Resources Management Support

• Assist with departmental budget tracking, expense reconciliation, purchase orders, and allocation of requests.
• Process invoices, travel reimbursements, and procurement documentation.
• Maintain spreadsheets and financial tracking tools to support budget oversight and reporting.

Records Management & Reporting

• Maintain accurate records for maintenance programs, inspections, utilities, and compliance activities.
• Assistwith preparation of reports related to facilities operations, utilities usage, and departmental performance.
• Ensure records areretainedand disposed ofin accordance withinstitutional and regulatory requirements.
• Support accreditation, audit, and compliance activities related to facilities and operations.
• Perform other duties as assigned to support the mission and goals of the department.

Required Knowledge, Skills, & Abilities

• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage multiple priorities and work independently with minimal supervision.
• Excellent written and verbal communication skills.
• High levelof professionalism, discretion, and confidentiality.
• Strong interpersonal skills and ability to work collaboratively across departments.
• Problem-solving skills and adaptability in a dynamic environment.

Qualifications

Minimum Qualifications

1. An associates degree in office management or related field from an accredited institution is required .
2. A minimum of two years of work experience in an office environment working in administrative support or secretarial role is required .
3. Ability to work overtime and non-standard hours is required .

Preferred Qualifications

1. Ellucian Banner experience.

Application Procedures/Additional Information

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. A complete application packet must be received no later than 2 :00 pm, Thursday, April 30, 2026 . Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. A complete application packet consists of:

1. Completed Wallace Community College employment application
2. Current Resume
3. Cover letter describing specifically how your experience and qualifications meet the minimum requirements.
4. Employment verification letter(s) verifying two (2) years of work experience in an office environment, working in an administrative support or secretarial role . Letter(s) must include employment dates and job title, and be on official letterhead with an authorized personnel signature. *ONLY when an applicant has a legitimate reason for not obtaining written verification by their own efforts, such as if the business is no longer in operation, an applicant may submit copies of appointment letters or contracts, and if that is not available, you may submit pay stubs or W-2 forms to confirm the two years of work experience in an office environment working in administrative support or secretarial role .
5. Appropriate transcript(s) identifying the applicant, institution, and date of degree conferred, and verifying the applicant has received a minimum of an Associates degree or higher. Transcripts may be unofficial for the application process, but they must identify the applicant, institution, degree earned, and the date the degree was conferred. (A copy of the diploma will not be accepted .)

APPLICATIONS MUST BE FILED ONLINE AT: www.wallace.edu/employment

IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT WALLACE COLLEGE ...) Please Note:

• ALL APPLICATION MATERIALS MUST BE SCANNED . It is recommended that you have digital (such as PDF) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the online application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:

Human Resources Monday - Thursday 7:30 am - 4:30 pm Friday 7:30 am - 2:00 pm ...

• WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
• All correspondence with applicants regarding the College's search process will be sent via e-mail.

If you need technical assistance after reviewing the instructions, please contact: NEOGOV Customer Service: Monday-Friday
8:00 am - 5:00 pm PST
...
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security. If you have a disability and require accommodations, please notify us at .... Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including post-secondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees. The College reserves the right to withdraw this job announcement at any time prior to the awarding.