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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 134170
Pay Grade 6
Department Counseling Center - 50760
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
  • Must be computer proficient.
  • Must be self-motivated
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 November 2007

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Manages workflow and office procedures to make certain the office flows smoothly with interruption for any manageable reason.
  • Reviews expenditures and make sure they comply with TBR guidelines and university policy and regulations and if she or he is uncertain he or she contacts appropriate personnel for answers to any questions she may have.
  • Maintains a record system for tracking our approved expenditures by both requisition and ProCard.
  • Supervises lower level support staff and work studies and provides assistance in any areas they do not understand, have questions about, or need assistance to accomplish.
  • Creates and maintains personnel, statistical, financial and other confidential and important records, as evidenced by our annual KPI reports produced and has previously charted monthly reports.
  • Works with other university and college administrative personnel to provide feedback on various problems and issues and assist other offices on campus with computer problems or with work they do not have enough personnel at the time to accomplish.
  • Reviews all incoming correspondence for appropriate recipients and compose and prepare a wide range of written communications directed to diverse internal and external recipients.
  • Coordinates our budget needs and give reports and information to director, as needed.
  • Reviews all submissions for hiring to make certain they comply with TBR policy guidelines and requirements.
  • Has served on search committees for the university, the most recent being the search for our new Director of the Counseling Center.
  • Coordinates maintenance and repair work to be done in the Counseling Center with proper repair/maintenance personnel.
  • Helps to plan/manage college events we participate in on campus (as requested) such as Winter Cruise, etc. in a timely manner.
  • Makes recommendations and order the furniture we need in the Office Suite, at the best possible prices.
  • Orders all the office supplies for the Counseling Center.
  • Maintains office files for his or herself and the Director.
  • Trains and supervises all student workers which, at this time, are mostly APS workers.
Job Duty Type Essential
Description of Job Duty
  • Provides policy information to the director, secretary and students, to maintain compliance with the TBR.
  • Follows up with other departments regarding projects assigned by the director, as was demonstrated in the SCCCP conference we hosted here in Johnson City.
  • Manages faculty/staff recruitment efforts for the department.
  • Acts as point of contact for the candidate during the hiring process.
  • Participates in the long-range planning for the Counseling Center.
  • Holds sole responsibility for the Pro Card.
  • Performs many other duties, as assigned.
  • Attains knowledge of University policies and procedures.
  • Keeps familiar with personnel and payroll procedures.
  • Exercises knowledge of computers, word processing and spreadsheets.
  • Solves problems, makes decisions and accept responsibility.
  • Meets deadlines and works under pressure.
  • Applies skills to accomplish goals and objectives.
  • Maintains confidentiality and professionalism with the duties performed.
Job Duty Type Secondary