Administrative Specialist

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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, 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 our busy and high-profile finance offices. The role includes a significant blend of a high-level of 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 Financial Planning & Analysis (FP&A) department.
• Effectively manage both 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, which may include state and federal legislators or other high-profile public figures and dignitaries.
• Manage phone calls and greet visitors to the Financial Affairs Office and FP&A; address inquiries or refer them to the appropriate offices or individuals.
• Prepare memoranda, letters, and other 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 that all 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 the processing of reimbursements.
• Manage the office filing system, including confidential records and documents, as well as 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 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, expenditures, etc., 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 years of experience
• 5 or more years of full-time, verifiable professional work experience (of which should include providing high-level administrative support to senior or executive management)
• Must have budgeting experience or financial operations, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or a working knowledge of and participation in financial reporting cycles
• Must be proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendaring software, and digital file management; advanced Excel proficiency required (pivot tables, XLOOKUP, financial formulas)
• Demonstrated experience using AI productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) in a professional work environment
• Excellent verbal and written communication skills
• Proven ability to manage multiple tasks, track deadlines, and support complex…