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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 131580
Pay Grade 6
Department Chemistry - 21150
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

Executive Aide reports directly to departmental chair, provides administrative support to the Chair of the Department of Chemistry and works closely with a department of 14 faculty/lecturers and three other staff. Essential Functions: Oversee the departmental office and associated equipment; provide general and administrative support duties; manage the general departmental budget (ex: monitor the financial accounts, manage travel reimbursements and order supplies for the chemistry department); develop and maintain operational databases; prepare office reports for various agencies; provide clerical support to the faculty and staff; hire, train, and supervise student workers; help manage graduate-assistant tasks; build/manage course schedules; schedule seminars by students and outside speakers; enter enrollment permits and electronic requisitions; prepare contracts (ex: draft and manage faculty and graduate student contracts); assist in problem solving; prepare travel documents; coordinate flow of work and people through the departmental office, and perform other related duties as assigned.

Knowledge, Skills and Abilities

Excellent communication skills; ability to organize all aspects of the work assignment (including files); ability to prioritize tasks; ability to deal with the general public; excellent computer skills; ability to multitask in an office environment characterized by frequent interruptions; ability to maintain a professional atmosphere in the office.

Required Qualifications

High School diploma or GED plus three (3) years secretarial office experience, or an equivalent combination of education and experience; experience with standard word-processing and software programs required with programs such as Microsoft Word, Outlook, and Excel preferred; general familiarity with accounting processes and procedures.

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

Keeping all departmental office operations running smoothly.

Serving as a receptionist; providing accurate information in a courteous fashion to students, visitors, faculty, and callers to the department.

Supervise student workers.

Keeping up with all departmental communications and correspondence.

Preparing and distributing all academic paperwork.

Prepare technical documents which includes; good technical word processing skills including chemical equations. Chemical structures and graphs; designing and making tables and display posters for public viewing or slide and transparency production.

Collecting data and information for the completing of various forms.

Coordinating mailing services, making travel arrangements for chair and faculty, managing staff time cards and associated record keeping, assisting chair with special projects, and with grant applications and follow-up reports.

Serving as the key operator for the Pitney-Bowes 9035 copier.

Job Duty Type Essential
Description of Job Duty

Perform other related duties as assigned.

Job Duty Type Secondary