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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 130820
Pay Grade 6
Department Curriculum and Instruction - 23050
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

Must have office management skills, typing and word processing, and telephone skills. Must have the ability to compose letters, work under little supervision, establish and maintain effective working relationships. Must have knowledge of office procedures and office equipment.

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 1998

Job Duties

These are the job duties required of the position.

Description of Job Duty

Managing and organizing the office to be efficient and productive by prioritizing the work, managing the student workers, assisting in solving problems and answering questions for students, faculty, staff, and the public, and creating and trying to maintain a positive and pleasant office atmosphere.

Maintain and monitor budget expenditures and providing the chair with periodic updates, providing support to the chairman and faculty members, maintaining a centralized and systematic departmental filing system.

Job Duty Type Essential
Description of Job Duty

Prepare and submit travel requests and claims for all faculty.

Prepare and submit purchase orders for faculty and office/instructional supplies.

Prepare and submit paperwork necessary for physical plant work orders, telecommunications work requests for phone hookups and long distance requests, etc.

Monitor the telephone log and charges to make sure all entries are properly recorded.

Type and prepare Chair communication as needed and assist with faculty communications.

Prepare payroll documentation for faculty, full-time temporaries, part-time temporaries, graduate assistants, and student workers and staff, maintain and prepare paperwork and records.

Monitor mail distribution and ensure it is brought from the post office and distributed properly.

Maintain inventory of equipment and supplies (prepare requisitions as needed).

Maintain and update departmental course syllabi and resumes

Maintain, distribute and collect the room key collection.

Scheduling the conference room.

Assist with any paperwork necessary for cancellation of classes; drop/add slips, cut cards, etc.

Assist with the preparation and distribution of student evaluations for faculty.

Copying and duplicating as needed (student workers usually are assigned this).

Serving as receptionist in the afternoons and handling 75% of the incoming calls.

Assist with MAT interview scheduling.

Retrieving all voice mail messages from our main line #4426 and from #5703.

Providing coverage for the office.

Maintenance of the conference room library

Other related duties as assigned.

Job Duty Type Secondary