Administrative Specialist

Purpose of the Position

The Administrative Specialist in the Office of Financial Affairs plays a crucial role as an operational partner to the CFO and the Director of Financial Planning & Analysis. This position supports the daily operations of a busy, high‑profile finance office, blending high‑level administrative support with 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 FP&A department.
• Effectively manage complex and routine administrative tasks, demonstrating a solid understanding of office procedures and practices, including calendar management, project prioritization, issue follow‑up, and 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 and dignitaries.
• Manage phone calls and greet visitors, addressing inquiries or referring them to the appropriate offices or individuals.
• Prepare memoranda, letters, and other 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 necessary signatures and approvals are obtained.
• Review and respond to correspondence from the UA System Office or other officials, including internal and external audit firms, on behalf of the CFO.
• Evaluate requests for meetings 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 for inclusion.
• Plan travel itineraries for the CFO and FP&A Director as needed, making transportation and lodging arrangements, and assisting with 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 FP&A Director.
• Compile and maintain budget‑to‑actual reports, identifying variances and organizing findings for leadership review and distribution.
• Gather and organize budget data from internal departments and system sources to support financial planning cycles.
• Proactively monitor, reconcile, and manage department expenses; process payables, reconcile P‑Card purchases, and expenditures for the CFO and Director of Financial Planning and Analysis.
• Assist in the preparation of financial presentations, executive summaries, and supporting schedules for leadership and the UA System Office.
• Monitor budget timelines and deadlines, proactively communicating status updates and outstanding items to the CFO and Director of FP&A.
• Maintain organized and accurate records of all purchasing, budgetary, and financial activity to support audit readiness and reporting.
• Leverage AI productivity tools and advanced Excel capabilities to improve the efficiency and quality of financial reporting, budget tracking, and data organization.
• Act as a trusted internal collaborator who understands the priorities and preferences of supported leaders, providing follow‑up and administrative amplification for key financial initiatives across the division.

• 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.
• Budgeting experience or financial operations, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or participation in financial reporting cycles.
• Proficient with Microsoft Office Suite (Outlook, Word,…