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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 134200
Pay Grade 6
Department Educational Leadership and Policy Analysis - 23100
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 organize and prioritize work. Effective communication skills.

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 March 2007
Job Duties

These are the job duties required of the position.

Description of Job Duty

General office practices such as word processing, filing, database management, recordkeeping, ordering materials and supplies and reconciling budget accounts, ordering textbooks, course scheduling, and supervising student workers.

Use all of Microsoft programs.

Attend and take minutes of official faculty meetings and distribute minutes. Also, gather support materials for the meetings and type the agendas.

Maintain faculty/student official records, timesheets, etc.

Maintain all databases and files for doctoral students, specialist students, and master students and process all paperwork (approximately 250 students).

Update faculty/students paperwork/forms that are needed.

Order materials and supplies for classes, faculty, and offices and reconcile financial records and pro-card usage.

Coordinate textbook orders for all courses and desk copies for the faculty.

Manage class schedules (enter into SIS, proof, and update changes accordingly). Coordinate with ETSU Registrar’s office with problems, room changes, etc.

Supervise a support half-time staff member.

Coordinate work assignments for graduate assistants, tuition scholarship students, federal students, and work-study students.

Work closely in planning the course schedule of classes and inquire adjunct faculty with the department chair.

Manage relationship with International Society for Educational Planners (ISEP) coordinate all correspondence, collect checks, work with the ETSU’s comptroller’s office, and organize the database.

Process checks and mail to ISEP, totaling $37,669.00 in the fall of 2004.

Work closely in planning the course schedule of classes and inquire adjunct faculty with the department chair.

Work closely with faculty workloads on SIS, process and obtain signatures, etc.

Have primary responsibility of maintaining the front office for our program and expected to interact on a professional level with faculty, students, staff, other departments and potential students.

Work primarily with the departmental chair and provide assistance to program coordinators, faculty, doctoral students, current ELPS students, and potential students (at masters, educational specialist and doctoral levels).

Compile and assemble reports (faculty advisees, committees and other pertinent information).

Coordinate all screenings for potential students, oral exams, prospectus presentations, and dissertation defenses.

Maintain departmental calendar and manage the schedules for our two conference rooms (501B and 503 Warf-Pickel Hall) and computer lab (505 Warf-Pickel Hall).

Maintain financial, process travel requests and claims, and personnel databases.

Manage faculty appointments (contracts) and adjunct contracts.

Coordinate the Student Assessment of Instruction.

Coordinate faculty searches.

Maintain all syllabi in electronic database

Maintain program of study forms, residency forms, etc. electronically.

Coordinate and interface with faculty activity plans and reports

Enter permits for students on SIS.

Check out forms for terminated employees.

Work with HRS (Human Resource System), FRS (Financial Resource System), and TRS (Time Report System, enter time reports for faculty, staff and students).

Job Duty Type Essential
Job Duties

These are the job duties required of the position.

Description of Job Duty

Performs other related duties as assigned.

Job Duty Type Secondary