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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 134350
Pay Grade 6
Department Assessment and Teaching - 24400
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

Reporting to the Director of Institutional Effectiveness, this position performs a variety of tasks including: coordinating the flow of work and people through the office; drafting correspondence and memos; maintaining calendars and schedules for office-related tasks, making travel arrangements; coordinating logistical arrangements for events and meetings; composing documents; purchasing supplies; monitoring daily financial matters of the office; compiling information for report preparation; organizing, analyzing, and displaying collected data; serving as liaison with university faculty, administrators, staff, students, and outside agencies; and performing other related work as required.

Knowledge, Skills and Abilities

Ability to organize, analyze, and communicate pertinent information demonstrating skills of effective communication.

Required Qualifications

Graduation from a standard high school and three years secretarial or administrative office experience with general office skills (word processing, spreadsheet entry, presentation, email, etc.) required or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date January 2016
Job Duties

These are the job duties required of the position.

Description of Job Duty

Manages workflow, reporting and implementation of established college and university procedures.

Receives, directs, and assists visitors and incoming telephone calls Provides procedural information.

Reads and reviews incoming mail.

Processes incoming forms and paperwork, as appropriate.

Drafts written communications directed to diverse internal and external recipients.

Communicates with individuals relative to informational inquiries.

Maintains calendar and schedule for office-related tasks including, but not limited to program review, academic audit, and institutional effectiveness meetings.

Makes appointments and travel arrangements; plans and arranges for meetings and special events by ensuring that any necessary rental/reservation and catering arrangements are made.

Maintains office filing system.

Monitors and maintains inventory of supplies, forms, and other materials.

Initiates ordering process as necessary Follows up with others on projects.

Manages all personnel records and time reports.

Establishes and maintains personnel, financial, statistical and other confidential and important records.

Reviews, interprets and understands university operating procedures and policies to ensure compliance Trains and supervises all student workers.

Coordinates administration of major field tests, working with students, departments, Center for Academic Achievement (CFAA) – Testing Services, the graduation office, vendors, state agencies, and others.

Coordinates California Critical Thinking Skills Test (CCTST), working with students, departments, CFAA-Testing Services, the graduation office, vendors, state agencies, and others for implementation and reporting.

Compiles ETSU’s annual Quality Assurance Funding report; follows state reporting procedures and guidelines Interacts with various constituencies regarding assessment and institutional effectiveness processes.

Monitors daily financial matters, including estimating office needs and operating requirements for budgetary and purchasing purposes, and monitors expenses.

Insures the completion of all required forms. Apprises Director and Assistant Director of budget matters.

Reviews expenditure requests for compliance with TBR and university policies and regulations before submitting for approval.

Establishes and maintains a system for tracking approved expenditures.

Holds responsibility for the Pro Card.

Job Duty Type Essential
Job Duties

These are the job duties required of the position.

Description of Job Duty

Coordinates maintenance and repairs. Maintains office website. Performs other related duties as assigned.

Job Duty Type Secondary