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Executive Aide

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Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 110770
Pay Grade 6
Department University Center - 50710
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary
Knowledge, Skills and Abilities
  • Knowledge of modern office practices procedures and equipment.
  • Knowledge of accounting functions and business management operations.
  • Knowledge of public relations, customer service, and community relations.
  • Ability to read, interpret and apply facility usage policies.
  • Ability to evaluate situations and make appropriate decisions.
  • Ability to establish and maintain an effective relationship with students, faculty, staff and other facility users.
  • Ability to work in situations with tight time constraints.
  • Ability to communicate effectively.
  • Ability to prepare and manage budgets.
  • Ability to direct the flow of a considerable volume of detailed work.
  • Ability to use good judgment.
  • Ability to work as a team member and provide customer quality service.
  • Ability to organize and direct multiple activities simultaneously.
Required Qualifications

High School diploma or GED plus three (3) years secretarial office experience, or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date August 2014

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Serves as Executive Aide to the Assistant Vice President of the University Center/ID Services and maintains supervisor’s calendar and schedule; makes appointments and travel arrangements.
  • Serves as liaison for executive for internal and external contracts.
  • Receives, directs, and assists visitors and incoming calls; provides procedural information; assists in solving problems for students, faculty, staff, and the public.
  • Supervises the University Center’s operating budget and daily financial matters in the executive’s area including office needs, operating requirements for budgetary and purchasing purposes; monitors expenses; insures the completion of all required forms; apprises executive of budget matters (daily deposits, purchasing, payroll, accounting, etc.).
  • Supervises expenditures and tracks all accounts; maintains personnel, financial, statistical, and other records.
  • Approves purchase requisitions and invoices for all expenditures to all related budgets.
  • Manages phone charge billing and collection.
  • Reads and reviews incoming mail; processes incoming forms and paperwork; recommends and drafts responses, where appropriate; composes and forwards memorandums and letters to the appropriate individuals relative to informational inquiries.
  • Supervises student worker staff and schedule.
  • Drafts non-routine correspondence and memorandums for executive’s signature.
Job Duty Type Essential
Description of Job Duty
  • Follows up with others on projects assigned by executive.
  • Serves as liaison between university departments and vendors/contractors.
  • Maintains filing system.
  • Serves as liaison to Facilities Management with work orders and building renovations.
  • Oversees Lost and Found, Bike Rentals, and Ticket Sales.
  • Manages incoming mail and distributes accordingly.
  • Performs other related duties as assigned.
Job Duty Type Secondary