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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 131300
Pay Grade 6
Department Information Technology Services - 50300
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 basic office skills and procedures.
  • Knowledge of basic computers and software (Microsoft Office products, Adobe products, and learning management system preferred).
  • Knowledge of university administrative software.
  • Knowledge of university hiring practices.
  • Knowledge of basic accounting procedures.
  • Knowledge of proper business English.
  • Ability to collaborate and work effectively with other team members.
  • Ability to maintain confidentiality.
  • Ability to communicate effectively both orally and in written communication.
  • Ability to work in a multi-functional, fast-paced office environment.
Required Qualifications

High school diploma or GED and three years of secretarial experience required.

Preferred Qualifications

Associate’s degree with one year secretarial experience required.

Physical Demands
Supervision Given and Received

Performs under general supervision. Determines own methods of performing assigned work.

Version Date June 2017

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Serves as executive aide to the Chief Information Officer/Senior Vice Provost for Information Technology Services.
  • Provides administrative support to the CIO/Sr. Vice Provost and other Information Technology Services (ITS) offices.
  • Serves as the first point of contact for the ITS main office.
  • Coordinates with the ITS Office Coordinator in assisting the CIO/Sr. Vice Provost in managing the offices and daily activities housed in Nicks Hall.
  • Assists in monitoring the ITS main office phone and email account.
  • Monitors, coordinates, and assists with the hiring and supervision of ITS Graduate Assistants and student workers.
  • Makes travel arrangements for office personnel, and prepares travel authorizations and claims.
  • Maintains office filing system for personnel and general office files.
  • Maintains and enters payroll information as required.
  • Prepares purchase orders and oversees the purchasing process.
  • Maintains inventory of departmental equipment and software.
  • Maintains responsibility for the issuance and return of all keys used by ITS, including office space and computer labs, maintains complete and accurate records of keys issued.
  • Receives notices about employees leaving the university or transferring within the university and distributes information to appropriate ITS staff to maintain current and accurate computer accounts.
  • Coordinates with other support staff throughout ITS to maintain high level of customer service to internal ITS staff and external ITS end users.
Job Duty Type Essential
Description of Job Duty
  • Monitors, coordinates, and assists with the hiring and supervision of ITS Graduate Assistants and student workers.
  • Drafts correspondence, reports and memoranda for ITS.
  • Attends meetings and records minutes as requested for ITS meetings.
  • Schedules activities for ITS departments as needed, including all ITS conference rooms.
  • Performs other related duties as assigned.
Job Duty Type Secondary