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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 130040
Pay Grade 6
Department Community and Behavioral Health - 38200
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

Daily responsibilities include performing a variety of complex secretarial, administrative and clerical tasks which may include coordinating the flow of work and people through the departmental office, drafting correspondence, report and memos, maintaining the executive’s calendar, making travel arrangements, coordinating logistical arrangements for conferences and meetings, composing documents, purchasing supplies, managing departmental budgets and databases.

Knowledge, Skills and Abilities
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 March 2007

Job Duties

These are the job duties required of the position.

Description of Job Duty

-Word processing to include typing course syllabi, correspondence, tests, reports, speeches, vitaes, FAP/FAR/FAEs, Faculty Workload Sheets, and other clerical duties as requested.
-Help draft correspondence for the Chair.
-Also assist with field training correspondence to preceptors and students, contracts, site questionnaires, etc.
-Responsible for typing over 700 First Aid cards and 700 CPR cards for the Fall, Spring and Summer Semesters.
-Answer the phone, take messages, and route calls to appropriate faculty, other departments, etc.
-Also a large portion of time is spent assisting students in both the undergraduate and graduate programs and any other prospective students.
-General bookkeeping for the undergraduate and graduate level budgets which include departmental requisitions, travel, equipment, foundation and various other accounts.
-Maintain and update at the present time approximately 200 active undergraduate student folders and approximately 25 active MPH student folders.
-Send correspondence to prospective students interested in our undergraduate programs.
-Also send correspondence to prospective MPH students along with notifying the Graduate School of their interest in our masters program.
-Do advertising, hiring, and supervising of 6 student workers.
-Copying and Faxing.

Job Duty Type Essential
Description of Job Duty

-Typing appointment sheets and contracts each semester for part-time faculty.
-Typing contracts and other necessary forms for graduate assistants (usually done for Fall Semester).
-Assist with annual inventory.
-Some assistance to functions like the annual Lamb Lecture.
-Also the coordinator for the Student Assessment of Instructions for Fall and Spring Semesters.
-Getting mail and distributing it to the appropriate person.
-Open and help prioritize the Chair’s mail.
-Assist faculty in computerized tests for Personal Health and First Aid.
-Also help faculty with grading scan tron answer sheets, item analysis.
-Assist in administering and grading these exams.
-Assist faculty in textbook orders each semester, ordering desk copies, etc.
-Request for the Course Schedule Change (blue) cards to add or delete classes as requested by the Chair
-Departmental information sheets that coordinates faculty and test make-up dates throughout the semester.
-Take minutes at faculty meeting, which meets on an average of every two weeks.
-Maintains files, records, and confidential reports, etc. as it relates to the operation of the department.
-Record keeping of time sheets for all personnel in the department, which includes, full-time faculty, part-time faculty, staff, student workers, graduate assistants.

Job Duty Type Secondary