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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 133210
Pay Grade 6
Department Office of the Dean, College of Public Health Adm - 38000
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 administrative secretarial support to the College of Public Health Dean’s Office. Essential Functions: Daily responsibilities include, but are not limited to, general administrative and support duties; including mail processing, making travel arrangements; maintaining College’s filing system; preparing routine correspondence, training and supervising student workers; purchasing supplies; developing and maintaining operational databases for human resources, scholarly activities of faculty and extramural awards to the College; assisting with administrative responsibilities of the Associate Dean as well as the Assistant Dean for Finance and Administration; and performing other related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of computers (Microsoft Office Suite; Word, Excel, Access, Powerpoint preferred). KNowledge of office practices, procedures, and equipment. Skill in interpersonal communication with constituents of diverse backgrounds. Skill in prioritizing multiple tasks required for own work and the work of others. Ability to organize and publicize special events and large meetings. Ability to communicate effectively. Ability to develop, write and edit publications. Ability to work independently. Ability to meet deadlines and work effectively under pressure. Ability to apply skills in acomplishing goals and objectives. Ability to maintain confidentiality and professionalism with all associated duties.

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

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

Version Date May 2012

Job Duties

These are the job duties required of the position.

Description of Job Duty

Creates and Maintains materials based on College brand including brochures, departmental informational sheets and flyers.

Orders supplies and materials for marketing efforts including promotional items.

Assists with planning and implementing publicity efforts including assistance with with media relations, press releases and outside vendors including the ASPH Friday Letter

Assembles, drafts and edits college newsletter and other College materials (Dean’s Note) and places into electronic and publishable formatting.

Drafts, organizes and disseminates material for internal (College and University) promotion of the College

Assists with developing and posting accurate information for the College’s website

Develops and compiles documents for for informational folders including materials for student orientation

Plans and coordinates all external special projects for the College and any new non-routine internal special projects.

Handles logistics, planning and personnel.

Oversees permissions, approvals, and paperwork.

Oversees budget, income and expenditures.

Solicites private sector support and donations for planned projects.

Assists with the creation and development of new Centers in the College

Serves as the liaison for all external contacts including but not limited to alumni, retirees, donors and potential students.

Develops and maintains database and email distribution list for contacts.

Generates correspondence for contacts including letters for donors.

Correspondence with potential students and generating letters for recruitment

Serves as key contact person inthe deans office and functions as a main office support

Answers phones and directs calls

Coordinates scheduling of use of Dean’s Conference Room and maintains calendar of use

Provides contact and advisement information; making referrals to appropriate department/office.

Maintains log of all incoming documents and processes all routine paperwork ensuring compliance with the University’s policies and procedures.

Maintains office equipment and all office supplies

Tracks ProCard records and processes requisitions in eBucs.

Coordinates teh receipt, distribution, and proper return of SAI materials including tracking the results ina database and reporting to the Dean.

Maintains roster of all personnel and distribution in the fall and spring semester to all personnel of the college

Maintains a key log and manages key control.

Develops and manages Dean’s List letters and certificates

Supports the Associate Dean for Academic Affairs, the Assistant Dean of Finance and Administration and the Project Director for the Tennessee Institue of Public Health.

Prepares travel arrangements.

Maintains calendar and appointments/coordinates meetings

Drafts non-routine correspondence as requested.

Supervises daily financial matters for budgetary and purchasing purposes.

Job Duty Type Essential
Description of Job Duty

Performs other related duties as assigned.

Maintains college bulletin board.

Read and route all incoming mail to the Dean’s Office

Assist in maintaining the Dean’s calendar.

Daily delivery of documents to other offices.

Back-Up Timekeeper for Dean’s Office location

Job Duty Type Secondary