Administrative Specialist

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, 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. Key Responsibilities 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. Minimum Requirements 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 tables, XLOOKUP, financial formulas). Demonstrated experience using AI productivity tools (e.g., Microsoft Copilot, ChatGPT) in a professional environment. Excellent verbal and written communication skills. Proven ability to manage multiple tasks, track deadlines, and support complex scheduling needs. Self‑starter with the 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. Published Salary: $52,343 - $65,428 #J-18808-Ljbffr