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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 134000
Pay Grade 6
Department Music - 21500
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
  • Ability to relate well with students, faculty, and other constituents both on and off campus.
Required Qualifications

High School diploma or GED plus three (3) years secretarial office experience, or an equivalent combination of education and experience.

Preferred Qualifications

Some musical background.

Physical Demands
Supervision Given and Received
Version Date July 2017

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • APS Paperwork.
  • Performs a variety of complex secretarial, administrative and clerical tasks requiring on-going analysis.
  • Work is performed under relatively limited supervision and therefore, independent judgment, expedient execution of work, and discretion are required.
  • Tasks include, but are not limited to:
  • Assisting the chair person of the department with various professional tasks
  • Coordinating the flow of people and work through the executive’s office
  • Drafting and preparing correspondence, reports and memos
  • Coordinating logistical arrangements for conferences and meetings and taking minutes during meetings
  • Composing documents
  • Monitoring and maintaining inventory of supplies, forms, and other materials
  • Initiating the ordering process as necessary
  • Compiling information for report preparation
  • Building semester courses
  • Coordinating faculty schedules and room assignments
  • Preparing adjunct faculty and staff contracts
  • Assisting faculty with classroom assignments
  • Maintaining access codes to building and practice rooms
  • Coordinating, monitoring and maintaining records of music scholarship recipients like the Academic Performance Scholarships (APS), the Public Performance Scholarships (PPS), and the Endowed scholarships and serving as liaison between the Financial Aid Office and the Music Dept.
  • Assisting with university and foundation accounts.
  • Executive Aide is supervising APS student workers in the departmental office and assigning work positions to scholarship recipients within the department.
  • In the absence of other departmental personnel, Executive Aide is providing backup of various support roles within the unit; is expected to learn the functions of keeping the departmental calendar and other basic tasks.
  • If needed, the department chair may assign additional duties.
Job Duty Type Essential
Description of Job Duty
  • Answering phones; providing information.
  • Filing.
  • Entering permits.
  • TRS paperwork for faculty/ staff and students.
  • Events correspondence.
  • Semester class lists.
  • Room assignments.
  • Donors correspondence.
  • Adjunct and other hiring paperwork and online duties.
  • Faculty workload reports.
  • Student scholarship letters and papers.
  • Student acceptance/rejection letters.
  • APS student supervision.
  • Faculty travel papers processing.
  • Physical Plant work requests.
  • Helping students with various concerns.
  • Purchasing supplies for faculty and office use.
  • Some calendar entry requiring one or two days notice.
  • Assisting faculty with various office requests.
  • Bulletin boards, departmental boards, setting up, etc.
  • Other similar duties as assigned.
Job Duty Type Secondary