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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 133790
Pay Grade 6
Department Criminal Justice and Criminology - 21250
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 knowledge. Three years in higher education very helpful. Work well with others; work on own; pleasing personality.

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 June 2006
Job Duties

These are the job duties required of the position.

Description of Job Duty

Greets students/visitors, making them feel welcome in the department

Ascertain nature of business and direct to proper offices.

Answer telephone and direct calls to proper persons.

Type correspondence, course syllabi, exams and other course materials; research manuscripts, books and other documents.

Keep track of budget for chair on FRS and e-print.

Maintain supplies for department.

Supervise student workers.

Enter time sheets on TRS for faculty/adjunct, graduate assistants and student workers.

Send copies of student workers’ time sheets to Financial Aid each month.

Clear students for registration.

Give permits to students for classes.

Enter and maintain schedules for each semester on SIS.

Enter data on SIS for attendance rosters.

Enter data for workloads each semester.

Type contracts for part-time faculty.

Enter data to generate contracts for faculty for summer courses.

Order textbooks for all faculty each semester.

Maintain scheduling for computer lab in 320 Rogers-Stout.

Responsible for keys being checked out to faculty/part-time/graduate assistants for offices in 201 Rogers-Stout and users of 320 lab.

Responsible for department copier: changing toner, clearing jams, ordering supplies, reporting problems.

Responsible for ordering leased/bought computers and maintaining information on each in the department.

Gathering information on students for CJCR Honors Day.

Helping plan Honors Day activities and reserving rooms for meetings/lunches.

Being sure that students are properly notified of and registered for the CJCR exit exam every 4-5 years.

Reserving times for exams to be given in the University Testing Center.

Reserving times for exams to be given in the University Testing Center.

Scheduling rooms for various events: CJCR societies, special needs, etc.

Able to answer questions concerning student records for faculty obtained from SIS.

Answering correspondence concerning department requirements, scholarships, honor program, etc.

Contacting OIT for faculty members with requests for services.

Prepare travel request and reimbursement forms for faculty.

Emergency preparedness assistant coordinator for 2nd floor Rogers-Stout.

Request books from library on-line for department coordinator.

Request exam copies and desk copies of books for faculty.

Retrieve information for chair on HRS.

Send and receive Faxes for faculty.

Copy materials for classes/conferences, etc.

Responsible for meeting deadlines (book requests, class scheduling, contracts, TRS reports, etc.)

Responsible for inventory control.

Assist other departments when executive aides are unavailable.

Request videos from media center

Distribute mail.

Send work orders to physical plant for department.

Ready mail for Certified, UPS overnight/next day/regular, first-class transmittals.

Request central receiving pick-up orders for department.

Responsible for Procards for department and foundation in the amount of $1,500 each.

Responsible for scheduling SAI’s each semester and ensuring they are administered at the assigned times

Typing correspondence and maintaining files during faculty searches.

Developing itineraries and making hotel arrangements for search interviews.

Have a shoulder and an ear for persons with problems, complaints, heartaches, and joys needed to share; never be too busy to listen.

Always maintain confidentiality when requested/needed.

Have an understanding of students’ problems and make suggestions for handling them.

Job Duty Type Essential
Job Duties

These are the job duties required of the position.

Description of Job Duty

Perform other related duties as assigned.

Job Duty Type Secondary