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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 134710
Pay Grade 6
Department Communication and Performance - 21200
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

Provide administrative secretarial support to the Chair of the Department of Communication. Essential Functions: Daily responsibilities include, but are not limited to: general administrative and support duties; managing travel reimbursements and general office budget; building/managing course schedules; training and supervising student workers; coordinating flow of work and people through the department office; purchasing supplies; developing and maintaining operational databases; and performing other related duties as assigned.

Knowledge, Skills and Abilities

Knowledge of computers (Microsoft Office Suite; Word, Excel, Access, Powerpoint). Skill in interpersonal communication with constituents of diverse backgrounds. High proficiency in use of written and spoken business English. Skill in organizing and prioritizing multiple tasks required for own and others’ work. Ability to work efficiently with limited supervision from Chair and amid frequent interruptions.

Required Qualifications

High school diploma or equivalent, three years secretarial or clerical experience; knowledge of computers including word processing and spreadsheets (Microsoft Office Suite, especially Word and Excel preferred); excellent communication skills; interpersonal skills; and the ability to work independently

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date August 2017

Job Duties

These are the job duties required of the position.

Description of Job Duty

1. Maintain the departmental office, and assist the chair, along with 13-15 other full-time faculty and 10-12 adjunct faculty.
2. Process departmental purchase orders, university requisitions, bookstore requisitions, and university press requisitions.
3. Maintain files for 50-100 majors and minors.
4. Assist with on-going records of majors and minors as needed.
5. Hire student workers; train and supervise those assigned to the department.
6. Complete all hiring documents: faculty appointments, contracts for adjuncts, as well as summer and winter contracts for faculty, new hires for the department, including student workers.
7. Process payroll for faculty, staff, and student workers.
8. Fill out forms, e.g. computer usage forms, grant forms, budget revisions, equipment transfers, and work orders.
9. Build and monitor courses offered by the department.
10. Request and monitor classroom space.
11. Enter permits through Banner INB.
12. Help coordinate the annual Department Advance and annual Awards Banquet, including reserving space/venue, ordering food, ordering awards, preparing/distributing materials, and creating print programs.
13. Prepare reports concerning budget, enrollment history, history of courses offered, etc.
14. Coordinate mailings to prospective students and alumni.
15. Assist with ongoing records of alumni and their addresses, as needed.
16. Process travel requests and travel expense claim forms, and other reimbursements.
17. Take minutes of departmental meetings, transcribe notes, and make available to faculty.
18. Pick-up and distribute mail during absence of student workers.
19. Assist with any task that keeps the office functioning, and provide input and implement changes, when necessary, that can help the office run more efficiently.
20. Reserve space for department-sponsored events.
21. Submit Facilities work orders and Academic Technology Support/eLearning requests as needed.
22. Manage distribution and return of keys with faculty and staff; order new keys as needed.
23. Assist chair with various teaching, research, and service tasks as needed.
24. Keep records and histories of extra compensation, overload teaching assignments, course offerings and enrollment; graduate faculty statuses; and tenure and promotion cycles.
25. Initiate and complete checkout forms for faculty, staff, and GAs.

Job Duty Type Essential
Description of Job Duty

1. Run errands as needed.
2. Type exams, grade test and record grades, when requested.
3. Administer test, show videos, etc. in the instructors absence, when necessary.
4. Serve on committees as needed, e.g. search committees.
5. Perform other related duties as assigned.

Job Duty Type Secondary