Administrative Specialist

Apply now Job no: 504083 Department: Office of Financial Affairs Work type: Staff Full-time Exempt Location: Alabama Categories: Administrative - Professional, Finance & Accounting Purpose of the Position 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. Key Responsibilities 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. Qualifications 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 scheduling needs Self-starter with a willingness to take ownership of assignments and follow through with minimal supervision Desired Qualifications Higher education experience preferred Experience supporting multiple executives or administrators simultaneously Ability to create polished slide decks, formatted documents, and basic visual aids for meetings Experience with budget reporting, variance analysis, and financial data organization Familiarity with Oracle Cloud ERP or similar enterprise financial systems Demonstrated ability to remain flexible in a fast-paced or evolving environment Please include a cover letter with the resume file (upload one file for both). Published Salary (if available) $52,343 - $65,428 Advertised: Jul 01 2026 Central Daylight Time The University of Alabama in Huntsville is an equal opportunity employer (EOE), including an EOE of protected veterans and individuals with disabilities. #J-18808-Ljbffr