Skip to Main Content

Executive Aide

To apply for this position, select 'Apply for this Job'.


This is a job description. It does not necessarily indicate that this position is open for employment. Visit for current job openings.

Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 130590
Pay Grade 6
Department Art and Design - 21050
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 computers and office software.
  • Ability to communicate effectively.
  • Excellent interpersonal skills.
  • Ability to organize and prioritize multiple tasks required for meeting deadlines.
  • Ability to work under stress in interrupted work intervals.
  • Knowledge of ebucs and banner.
  • Ability to efficiently manage time.
  • Ability to manage student workers.
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 2009
Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Handles purchasing, budgets, contracts, book keeping, time keeping, travel claims and details, work orders, mail inquiries, policies, and procedures, safety and security.
  • Interviews, hires, and collects all appropriate paperwork necessary to retain the FWS, APS, and regular student workers, including keeping track of their hours, payroll and financial aid awarded.
  • Logs monthly Procard statements for tracking expenditures for each of the faculty and staff.
  • Prepare and receipt all requisitions in eBucs for the entire department.
  • Handle purchasing for TA’s who teach in our department.
  • Accurately record and enter hours worked for faculty, adjuncts, temporary workers, and student workers either every 2 weeks or monthly.
  • Handle, assign, distribute, monitor and log over 250 building keys.
  • Handles all scheduling of course classes each semester.
  • Prepare work orders for department; deals with outside vendors.
  • Opens the public gallery and ensures gallery is clean and presentable; answers questions about the gallery from the public.
Job Duty Type Essential
Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Publicizing, setting up the review process, notifying recipients, and preparing all the paperwork for scholarships.
  • Hiring and processing paperwork to hire and retain models.
  • NASAD report.
  • Maintaining files for department.
  • Create PowerPoint presentations.
  • Updating department website.
  • Assisting the Chair in preparing and sending out letters of reference for current or former students.
  • Tacking donations and gifts to the department; sending thank you letters.
  • Distribute, arrange testing times, and organize the SAI forms each semester.
  • Manage contracts and set up needed repairs and maintenance for office equipment.
  • Manage mail boxes for all faculty, staff, TA’s, and student organizations.
  • Handle billing disputes.
  • Assist faculty and staff in advertising for area student workers and academic scholarships.
Job Duty Type Secondary