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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 132010
Pay Grade 6
Department Student Affairs - 50700
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

Performs a variety of complex secretarial, administrative and clerical tasks which may include, but are not necessarily limited to, coordinating the flow of work and people through the executive’s office, drafting correspondence, reports and memos, maintaining the executive’s calendar, making travel arrangements, coordinating logistical arrangements for conferences and meetings, composing documents, purchasing supplies, compiling information for report preparation. Responsible for providing support in the Division of Student Affairs central office including coordinating the Academic Status Appeal process, assisting with the Orientation program, the Preview program, updating of website pages and use of all office systems for purchasing, hiring and payroll.

Knowledge, Skills and Abilities

Skill in interpersonal communication with constituents of diverse backgrounds Knowledge of office practices, procedures and equipment Skill in use of business English Skill in organizing and prioritizing multiple tasks required for own work and work of others Ability to update website pages Ability to function in fast paced office while remaining calm and still facilitating effective communication Ability to maintain confidentiality regarding student and personnel issues

Required Qualifications

High School Diploma or GED plus three years of secretarial office experience or an equivalent combination of education and experience. Working knowledge of standard office software (Microsoft products preferred) and systems for purchasing, timekeeping and budgets. Familiarity with updating websites.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date September 2012

Job Duties

These are the job duties required of the position.

Description of Job Duty

Coordinates Academic Status Appeal System for Assoc. VP- This requires efficient and accurate communication with students, Admissions personnel, and Registrar’s Office personnel and includes the review of all forms and a thorough review of the students transcript.
The ability to deliver delicate and tactful information related to the student’s status and directions to be followed by the student.
Responsible for all support aspects of the Orientation program including efficient and accurate communication with parents, perspective students, other offices related to Orientation and student leaders.
Must understand the Orientation program connected to the student information system and be able to set parameters accurately in order to notify students regarding their status.
Responsible for all support aspects of the Preview program including efficient and accurate communication with parents, perspective students, other offices related to Preview and student leaders. Must understand the Preview aspects of the Orientation program connected to the student information system and be able to set parameters accurately in order to notify the correct students regarding their status.
Maintain and process all procedural aspects for the Orientation and Preview programs including monitoring of the budget, payroll and all purchasing.
Update numerous websites as needed for the Division Office, Orientation and Preview.
Receives, directs and assists visitors and incoming telephone calls.
Provides procedural information. Assists in solving problems for students, staff and the public. Screens visitors and telephone calls for four offices.
Provides receptionist responsibilities for complex Division Office. Fielding Walk-In Traffic.
Diplomacy and perceptive response is essential.
Monitoring of student worker Back-up to assure the same level of service and accuracy.

Job Duty Type Essential
Description of Job Duty

Performs other related duties as assigned.
Reads and reviews incoming mail; processes incoming forms and paperwork; maintains supervisor’s calendar and schedule; monitors and maintains inventory of supplies, forms and other materials; initiates ordering process as necessary.
Provides back-up to all office personnel as needed.

Job Duty Type Secondary