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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 133930
Pay Grade 6
Department Accountancy - 22050
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

Complex and technical duties in clerical, secretarial and administrative settings which include, but are limited to, creating positive public relations for the department with visitors and other external constituencies, organization and supervision of work flow in departmental and executive’s, drafting and editing correspondence, memos and reports, maintaining executive calendar, scheduling travel arrangements for faculty, coordinating and supervising logistical arrangements including lodging, meals and travel for conferences and meetings, compilation and verification of departmental data for Delaware Cost Studies and/or AACSB accreditation reports. This position works with limited supervision in the performance of activities which require a continuous analysis of daily situations using independent judgment and discretion. A greater knowledge of office procedures and processes is required for this position. Human/public relations experience is essential. Multi-faceted position which should be considered more than a Secretary 3 level and should be assigned to an executive setting.

Knowledge, Skills and Abilities
  • Knowledge of office skills and procedures.
  • Knowledge of computers and software (Microsoft products, Adobe products, and Desire2Learn Course Management System preferred).
  • Knowledge of university hiring practices.
  • Knowledge of accounting procedures.
  • Ability to communicate effectively.
  • Ability to work in a multi-functional, fast paced office environment.
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
  • Types departmental correspondence, purchase orders, requisitions, vouchers, forms, reports and budgetary information.
  • Maintains and enters into ETSU system all time-keeping records for faculty, staff, graduate assistants and student workers.
  • Answers telephone, giving proper information to callers and/or routing them to the appropriate person or contact.
  • Maintains departmental files.
  • Preparation, duplication and distribution of exams and other confidential information for faculty.
  • Hires, trains, supervises and assigns student workers within the department and tutor lab.
  • Purchases supplies, equipment, textbooks, etc., as necessary for continued operation of department.
  • Coordinates the times and locations of the assessment of faculty instruction and collects the data as appropriate.
  • Assisting in student advisement when appropriate or when faculty are unavailable.
  • Makes corrections and/or changes to class schedules on computer, including ETSU system.
  • Administers exams when necessary.
  • Maintain departmental inventory and equipment.
  • When necessary, prepares and maintains all hiring material for faculty. This includes, but is not limited to, search forms, affirmative action forms, correspondence, arranging travel, setting up interviews, etc. Upon acceptance of an offer to employ,, contacts, I9’s, W4’s, etc., are completed. The latter (with the exception of contracts) pertains to student workers as well.
  • Maintain and reconcile department budget.
  • Organizes meetings, luncheons and travel arrangements for Department of
    Accountancy Advisory Board, including correspondence, facility reservations and materials needed.
  • Prepares and files all paperwork associated with travel for faculty within department.
  • Coordination of classroom assignments with other executive aides.
  • Maintains database for Annual Accounting, Auditing and Tax Updating Conference (1000+).
  • Arrange and coordinate facilities, including meetings, meals, breaks, etc., for conference.
  • Coordination and procurement of supplies for over 100 (average) conference participants, including the preparation of notebooks and other materials.
  • Responsible for all correspondence, registration fees, receipts, letter of attendance, etc. associated with conference.
  • Responsible for completing all paperwork, including any reimbursements, payment of honorariums and invoices, associated with conference.
Job Duty Type Essential
Description of Job Duty

Performs other related duties as assigned.

Job Duty Type Secondary