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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 134700
Pay Grade 6
Department University Career Services - 50770
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

This position reports to the Director of Career and Internship Services, performing administrative support functions and supporting office operations. Responsibilities include budget, time sheets, supervision of student workers, maintaining sections of the office web site, preparing print material, greeting visitors and providing information to constituents, and managing calendars of designated staff. The incumbent will support the Internship and Cooperative Education Program, working closely with the Assistant Director responsible for that area. General duties and responsibilities: Sharing responsibility for general office management including budget, time sheets and supervision of student workers, performing other duties as assigned. Coordinating calendars and workflow of Assistant Directors. Preparing correspondence, office publications, marketing materials and presentations. Greeting and assisting visitors, providing telephone support and answering inquiries from faculty, students, staff and the public. Working cooperatively and communicating effectively with others in a team environment. Responsibilities specific to Experiential Education: Working closely with the Assistant Director responsible for the coordination, administration, and management of the Internship and Cooperative Education Program. Scheduling appointments; maintaining office and student records; preparing forms and reports, and coordinating outreach to employers, students and the campus community. Coordinating course numbers and late add forms, required for Internship/Co-op credit, with academic departments and the Registrar’s Office. Maintaining notebooks of Employer Job Descriptions and Student Sign-up books. Maintaining Internship/Co-op listings on the web site and editing on-going changes to posted announcements.

Knowledge, Skills and Abilities
  • Proven computer and web site maintenance skills, business writing skills, and ability to handle details and deadlines.
  • Ability to function independently, demonstrating appropriate judgement.
  • Interpersonal skills and ability to communicate effectively with colleagues, students, faculty, employers and other office constituents.
Required Qualifications

High School diploma or GED, with three years of secretarial office experience. Demonstrated ability to perform tasks that support position responsibilities.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date June 2007

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Greets visitors, staff, students, employees, and faculty providing appropriate information for their business or directs persons to proper offices.
  • Answers telephone giving appropriate information to callers and routine other calls to appropriate person/office.
  • Reads and determines deposition of information of incoming correspondence, reports, and other information.
  • Composes certain correspondence to academic departments regarding student recruiting.
  • Composes certain correspondence to employers/faculty/students regarding student paperwork and deadlines.
  • Communicates with employers in private business, non-profit sector, and government agencies concerning co-op/internship opportunities and viabilities of placements.
  • Acts as a referral agent in cases where special career or personal counseling problems exist.
  • Maintains close communication with current co-op/internship employers and students by telephone and e-mail to determine job performance and paperwork flow.
  • Coordinates interview schedules for employers and students.
  • Coordinates registration between academic departments/Registrar/student/employer, the course numbers needed for registration each semester.
  • Facilitates registration and fee payment for students on out-of-town co-op/internship placement assignments.
  • Maintains and updates Excel database (spreadsheets) of co-op/internship placement assignments.
  • Compiles various co-op/internship statistical reports each semester for Director, appropriate Deans and department heads.
  • In association with the Director, prepares new forms, designs formats, and compiles statistical information regarding TBR regulations in co-op/internships.
  • Process incoming student reports and route to proper department personnel.
  • Maintains job descriptions and sign-up sheets for current internship positions available.
  • Develops, assembles and maintains confidential employer files, student files, applications, grades, co-op packets and other necessary documents (hardcopy and electronic.)
  • Works with International Program office to process and confirm all paperwork associated with placing international students.
  • Maintains compliance with regard to all ETSU policies, procedures, and guidelines.
  • Maintains the Career and Internship office budget by processing expenditures.
  • Monitors expenditures on Banner system.
  • Maintains and process arrangements and preparations for travel, conferences, appointments, special events, or other assigned activities.
  • Download monthly budget reports for Director, including prior year comparisons and current year projections.
  • Orders supplies, documents, and printed forms for the office.
  • Maintains files on carious office computers and develops new formats for record-keeping procedures as necessary.
  • Installs new equipment, hardware, and software for various computers and other support equipment (e.g. color printers, printers, copiers, fax, computers, digital support, and misc.)
  • Screens, hires, supervised, trains, and set schedules of student worker(s).
  • Maintains student worker(s) personnel files, and evaluates student worker(s) along with the Director.
  • Maintain office web page development and edits changes as necessary.
  • Performs presentations on co-op/internship for class tours and orientation groups when the Director is off campus visiting employer sites.
  • Staff booths/tables during orientations and special events when the Director is off-campus visiting employer sites.
  • Critiques drafted student resumes when Director is in meetings or visiting employer sites.
Job Duty Type Essential
Description of Job Duty
  • Participates in self-development workshops and seminars to improve office work performance and professional development.
  • Perform other related duties as assigned.
Job Duty Type Secondary