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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 132770
Pay Grade 6
Department Allied Health Sciences - 37100
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

Provide support to the Departmental Chair and to the ETSU Nave Center. Duties include but are not limited to, interaction on a professional level with faculty, staff, students and other departments in the performance of duties; typing correspondence; maintaining office files; assisting with receptionist duties; answering telephone; ordering supplies and/or equipment; processing travel requests and/or claims; managing departmental budget; maintaining student records; clinical contracts; and performing other related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of office practices, procedures and equipment.

Knowledge of business English.

Ability to organize and prioritize multiple tasks for the local desk and for the work of others.

Ability to make independent decisions, solve problems and work consistently with little to no supervision.

Ability to supervise and work effectively with other employees at various levels of employment.

Ability to handle complex issues or exceptions to policy.

Ability to use interpersonal communication with constituents of diverse backgrounds.

Required Qualifications

High school diploma and 3 years of experience required.

Preferred Qualifications
Physical Demands
Supervision Given and Received

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

Version Date October 2016

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Serves as secretary to an executive.
  • Serves as liaison for executive for internal and external contact; follows up with others on projects assigned by executive.
  • Drafts non-routine correspondence and memos for executive’s signature; uses word processing and graphics software to format and generate a variety of complex materials including correspondence, memos, reports, and presentations.
  • Receives, directs, and assists visitors; provides procedural information; assists in solving problems for students, faculty, and staff and the public; screens visitors and telephone calls.
  • Makes appointments and travel arrangements; plans and arranges conferences and special events by ensuring that any necessary rental/reservation and catering arrangements are made.
  • Reads and reviews incoming mail; processes incoming forms and paperwork; recommends and drafts responses where appropriate; composes and forwards memos to appropriate individuals relative to information inquires.
  • Supervises daily financial matters in the executive’s area, including estimates of office needs and operating requirements for budgetary and purchasing purposes; monitors and tracks unit expenses; insures the completion of all required forms; apprises executive of budget matters; maintains budget accounts and records; oversees purchase of unit materials and equipment.
  • Researches policies, procedures and guidelines for executive and ensures that appropriate procedures are established in department to comply with University and multiple accreditation standards; determines and/or revises procedures for the unit operations as needed; interprets policies and procedures as they relate to unit operations.
  • Track changes in curriculum required for successful matriculation; ensure accuracy of unit Major Program Sheets, brochures and gray sheets pursuant to current curricular requirements for core and major selections.
  • Receive, maintain (or distribute) medical and other health-related documentation for ETSU students and for minor-aged patients receiving treatment in the Nave Center Autism Clinic; maintain working knowledge of HIPPAA regulations in order to assure security and appropriate management of individually identifiable information; maintain personnel, financial, statistical, and other important records.
  • Monitors and maintains inventory of supplies, forms, and other materials.
  • Plans, schedules, allocates and prioritizes the workload to meet operating requirements of the unit.
  • Manages and resolves work unit problems; manages, resolves, advises or communicates upward regarding on-site unit HR issues.
  • Supervises daily operation of Allied Health to ensure implementation of planned activities and overall operations.
  • Creates and/or negotiates contracts for clinical affiliates.
  • Creates/maintains/manages contracts for adjunct faculty including those created through the online (summer contract) system for faculty contracts and reports; create and assure GA/TS contracts (nutrition).
  • Ensures reliability and accuracy of departmental computer databases; develops and maintains divisions filing systems.
  • Serves as office manager and building coordinator for the Department of Allied Health Sciences, including supervision and evaluation of student workers and maintenance staff.
  • Oversees the administration and maintenance of the Nave Center’s infrastructure; maintains and coordinates city, county and other municipal and external services necessary to the daily function of the Nave Center.
  • Conducts schedule build for Department of Allied Health Sciences, to include Cardiopulmonary Science, Dental Hygiene, Nutrition and Food, Polysomnography, Masters of Science in Radiography and Radiography Program.
  • Coordinates, monitors and conducts the Student Assessment of Instruction (SAI) activity each semester.
  • Knowledgeable in the use of eBucs, eJobs, Banner Self-Service, Banner INB, the Online System for Faculty Contracts and Reports, and other online systems maintained by the University as appropriate to the position.
  • Coordinate annually with ETSU office of Environmental Health and Safety to create and update as necessary the Evacuation/Emergency Plan for the Nave Center.
Job Duty Type Essential
Description of Job Duty
  • Communicates effectively with internal clients to identify needs and evaluate alternative business and recruitment solutions for Allied Health courses; suggests areas for improvement in internal processes along with possible solutions; continually seeks opportunities to increase internal client satisfaction and deepen client relationships.
  • Make independent decisions, and solve problems; work consistently with little to no supervision.
  • Proctor exams and other student activities requiring confidentiality or security, upon request; conducts preliminary advisement for students seeking enrollment to the Cardiopulmonary Science Program upon request.
  • Serves on departmental Search Committees.
  • Performs other related duties as assigned.
Job Duty Type Secondary