Administrative Specialist

Department: Office of Financial Affairs
Work type: Staff Full-time Exempt
Location: Alabama
Categories: Administrative - Professional, Finance & Accounting

The Administrative Specialist, Office of Financial Affairs, serves as an operational partner to the CFO and the Director of Financial Planning & Analysis. This role supports the daily operations of busy, high‑profile finance offices, providing a blend of high‑level administrative support and budget management tasks such as preparing and monitoring budget requests, reconciling expenses, and assisting with financial reporting.

• Provide high‑level administrative support and coordinate the daily operations of the Financial Affairs Office and the FP&A department.
• Effectively manage complex and routine administrative tasks while demonstrating a solid understanding of office procedures and practices; this includes managing calendars, prioritizing projects, following up on issues, and performing related activities.
• Act as a liaison on behalf of the CFO with internal university departments and external entities, including state and federal legislators or other high‑profile public figures.
• Manage phone calls and greet visitors, addressing inquiries or referring them to the appropriate offices or individuals.
• Prepare memoranda, letters, and related correspondence for the office.
• Coordinate the compilation and distribution of all division policies following UAH procedures and established protocols.
• Prepare and coordinate agenda items, resolutions, or correspondence for the Board of Trustees Finance Committee, ensuring required signatures and approvals.
• Review and respond to correspondence from the UA System Office or external audit firms on behalf of the CFO.
• Evaluate meeting requests and facilitate logistics for presentations, events, and conferences, including room setup and refreshments.
• Maintain audio‑visual technology and equipment for web‑based and audio conference meetings.
• Schedule appointments for the CFO and FP&A Director, coordinating times and locations for out‑of‑office meetings, and assemble requested files, agendas, and materials.
• Plan travel itineraries for the CFO and FP&A Director, arranging transportation, lodging, and processing reimbursements.
• Manage the office filing system, including confidential records, documents, and inventory.
• Coordinate the preparation, distribution, and tracking of annual, quarterly, and ad‑hoc budget requests on behalf of the CFO and Director of FP&A.
• Compile and maintain budget‑to‑actual reports, identifying variances and preparing findings for leadership review.
• Gather and organize budget data from internal departments and system sources to support financial planning cycles.
• Proactively monitor, reconcile, and manage department expenses, processing payables and reconciling P‑Card purchases.
• Assist in preparing financial presentations, executive summaries, and supporting schedules for leadership and the UA System Office.
• Monitor budget timelines and deadlines, communicating status updates and outstanding items to the CFO and Director of FP&A.
• Maintain organized, accurate records of purchasing, budgetary, and financial activity to support audit readiness and reporting.
• Leverage AI productivity tools and advanced Excel capabilities to improve efficiency, quality of financial reporting, budget tracking, and data organization.
• Act as a trusted internal collaborator, understanding the priorities of supported leaders and providing follow‑up and administrative amplification for key financial initiatives.

• Bachelor's degree or an equivalent combination of education and experience.
• Five or more years of full‑time, verifiable professional work experience, including high‑level administrative support to senior or executive management.
• Experience in budgeting or financial operations, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or participating in financial reporting cycles.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendaring software, and digital file management; advanced Excel skills required (pivot…