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Executive Aide

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Disclaimer

This is a job description. It does not necessarily indicate that this position is open for employment. Visit www.etsu.edu/jobs for current job openings.

Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 133170
FTE
Pay Grade 6
Department Environmental Health - 37300
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

Computer skills. Accounting knowledge.

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 March 2007

Job Duties

These are the job duties required of the position.

Description of Job Duty

Answer phone, convey messages, schedule appointments, set-up meetings, make travel arrangements, greets visitors in departmental office and routes them to appropriate person. Greeting students and routing them to appropriate and help when necessary.

Type, maintain on disks, and copy all examinations in order to preserve the integrity of same.

Keep SIS up to date and maintains personnel, financial, statistical, and other important records. Prepares involved forms and operational records for budgets, grants, purchases, and personnel actions.

Maintains office filing system, compile information and meet deadlines on all departmental reports required of the chair by administration, such as: budgets, class schedules, teaching load reports, textbook orders, applications for textbooks, textbook changes, etc.

Monitor departmental budget (supplies, travel, equipment, grants). Must keep accurate, up-to-date records and files on all purchases, including recording and assigning of requisition numbers, approval of requisitions, recording purchase order, notifying requestor upon receipt of supplies, comparing purchase order and packing slip and approval of invoice for payment.

Maintain and complete summary time sheets for faculty, staff, student workers and graduate students, transmit the time sheets to Payroll in a timely manner; monitor individual time reports, and distribute payroll checks.
Interview, select, train and supervise student workers. This includes training for the use of computer.

Enters all semester scheduling as assigned by Departmental Chair (includes proofing and finalizing).

Provide support to chairman and faculty- being flexible enough to accept duties as assigned.

Job Duty Type Essential
Description of Job Duty

Typing of all correspondence. Copy all correspondence, memoranda, reports, exams, speeches, papers, and grant proposals

Maintain inventory of supplies, involves monitoring and reordering when necessary, supplies for the department.

Distribute incoming mail and process outgoing mail; see that mail is picked up in the morning and delivered to the post office in the afternoon.

Process graduate applications- after review by a committee within the department and after a recommendation is made by the chair, applications and paperwork are processed; a permanent file is started for each student and appropriate paperwork is forwarded to the Graduate Office.

Keeps appointment schedule. Makes arrangement for travel, prepare and process all travel requests, claim for expenses, vehicle requests, work order requests, departmental requisitions, and DPOs.

Review telephone bill each month.

Keep inventory of keys and assign keys to faculty and graduate students; collect keys as necessary.

Maintain and monitor petty cash funds, approve and make disbursements; keep records of all transactions; keep cash on hand and have the cash checked by the Bursar at least quarterly.

Keep permanent departmental records and files- reports, records, and correspondence. Maintain student files as needed.

Transfer and maintain departmental records and forms to computer disk to facilitate faster handling.

Continue to improve efficiency on the computer. This will be an ongoing effort.

Serve as Notary Public for the College of Public and Allied Health, also for the department of Nursing.

Represent the department in a professional manner at all times.

Job Duty Type Secondary