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Executive Aide

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Disclaimer

This is a job description. It does not necessarily indicate that this position is open for employment. Visit www.etsu.edu/jobs for current job openings.

Classification Details

Classification Information

Classification Title Executive Aide
Classification Code 42000
FLSA Non-Exempt

Position Details

Position Information

Position Title Executive Aide
Position Number 135070
FTE
Pay Grade 6
Department Learning Services - 25050
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

Serves as Assistant to the Director of Learning Services in the Center for Academic Achievement. Receives, directs, and assists visitors; provides procedural information and answers inquiries related to operational matters. Creates and regularly updates Learning Services’ student office staff and tutoring schedules. Supervises student workers assigned to Learning Services. Creates and processes hiring contracts for graduate assistants, temporary workers and student workers. Tracks and records time for all paid graduate, student and temporary staff; tracks and reports APS student worker time to Financial Aid. Monitors spending by verifying charges against budget and reconciling accounts monthly; processes purchasing and travel requests and reimbursements. Works collaboratively with Testing Services staff regarding processing of students coming to the center to take tests. Other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of office practices, procedures and equipment. Skill in using word processing software applications and online systems. Skill in use of business English. Skill in use of arithmetic. Skill in effective communication. Skill in organizing and prioritizing multiple tasks required for own. work and work of others. Ability to establish and maintain effective working relationships. Attention to detail. Ability to maintain confidentiality.

Required Qualifications

Bachelor’s degree with 2-3 years experience in a higher education/student services environment.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date July 2015

Job Duties

These are the job duties required of the position.

Description of Job Duty

Serves as Assistant to the Director of the Center for Academic Achievement; Directly supervises 10-15 student workers, provides general guidance for 5-6 administrative graduate assistants, staffing the CFAA’s front desk/reception area; Schedules student workers and administrative graduate students to cover the CFAA’s front desk during all operating hours; Updates and maintains the CFAA-Learning Services and CFAA-Testing Services master calendars; Communicates regularly with the Sherrod Library and other buildings, if necessary; Creates and processes hiring requests and contacts for graduate assistants, temporary workers, and student workers for CFAA-Learning Services and CFAA-Testing Services; Maintains current contact information for CFAA-Learning Sevices and CFAA-Testing Services employees; Ensures, in concert with the Director, that CFAA-Learning Services and CFAA-Testing Services are operated in accordance with ETSU and CFAA policies and procedures; Effectively resolves problems related to the management of the Center or seeks appropriate assistance from the Director; Answers incoming calls; provides information, takes messages, screens requests on behalf of the Director and other staff members of CFAA-Learning Services and CFAA-Testing Services, or refers calls to appropriate persons; Receives, directs, and assists visitors; provides procedural information and answers inquiries related to operational matters within CFAA-Learning Services and CFAA-Testing Services; assists in solving problems for students, faculty, staff, and the public; Assists all CFAA-Learning Services and CFAA-Testing Services staff members in performance of their duties ; serves as informational resource in regard to the more difficult inquiries or problems; Develops departmental filing system; maintains personnel, financial, statistical, and other important records; Assists in planning for, tracking, and managing personnel and operating expenses in CFAA-Learning Services and CFAA-Testing Services as approved; Monitors all spending in CFAA-Learning Services and CFAA-Testing Services by verifying charges against budgets and reconciling accounts monthly; Processes purchasing requests, travel requests, and reimbursements for CFAA-Learning Services and CFAA-Testing Services; Monitors and maintains inventory of equipment, supplies, forms, and other materials for CFAA-Learning Services and CFAA-Testing Services; initiates ordering process as necessary; Reads and reviews most incoming mail; processes incoming forms and paperwork.

Job Duty Type Essential
Description of Job Duty

Oversees maintenance of CFAA-Learning Services and CFAA-Testing Services computers and printers; maintains the shared CFAA printer-copier; Tracks use of CFAA-Learning Services and CFAA-Testing Services equipment, handouts, and other resources; Assists the Director in revising the operating procedures and staffing/service policies of CFAA-Learning Services and CFAA-Testing Services as needed; Assists in disseminating materials to advertise available services; Keeps the physical appearance of the CFAA attractive and clean; supervises student staff in cleaning the CFAA; Works collaboratively with other CFAA-Learning Services and CFAA-Testing Services staff members; Performs other related duties as assigned.

Job Duty Type Secondary