Administrative Specialist

About the role

The Administrative Specialist, Office of Financial Affairs, supports the CFO and Director of Financial Planning & Analysis in their daily operations. Key responsibilities include providing administrative support, managing budgets, and coordinating various internal and external communications.

Responsibilities

• Provide high-level administrative support and coordinate the daily operations of the Financial Affairs Office and Financial Planning & Analysis (FP&A) department.
• Manage calendars, prioritize projects, follow up on issues, and perform related activities.
• Act as a liaison on behalf of the CFO with internal university departments and external entities.
• Prepare memoranda, letters, and other correspondence for the office.
• Coordinate the compilation and distribution of division policies.
• Prepare and coordinate agenda items, resolutions, or correspondence for the Board of Trustees Finance Committee.
• Evaluate requests for meetings and facilitate logistics for presentations, events, and conferences.
• Maintain audio-visual technology and equipment for web-based and audio conference meetings.
• Schedule appointments for the CFO and FP&A Director, coordinate 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 as needed, make transportation and lodging arrangements, and assist with the processing of reimbursements.
• Manage the office filing system, including confidential records and documents, as well as inventory.
• Cook up annual, quarterly, and ad hoc budget requests on behalf of the CFO and Director of FP&A.
• Compile and maintain budget-to-actual reports, identify variances, and organize 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.
• Aid in the preparation of financial presentations, executive summaries, and supporting schedules for leadership and the UA System Office.
• 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.

Requirements

• Bachelor's degree or equivalent years of professional work experience (5+ years)
• 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.
• 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.
• Prioritize 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.

Qualifications

• Higher education experience preferred.
• Experience supporting multiple executives or administrators simultaneously.
• Experience creating polished slide decks, formatted documents, and basic visual aids for meetings.
• Familiarity 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.