Senior Administrative Assistant

The Senior Administrative Assistant for Financial Affairs provides professional-level support for both the Office of Financial Affairs and the Budget Office, in the coordination, management, and implementation of administrative operations. Tasks are executed using significant judgment, and initiative with a high degree of professionalism, confidentiality, and accuracy to determine the approach or action to take in non-routine situations.

Duties/Responsibilities
• Coordinate the daily operations of the Financial Affairs Office to include managing complex and routine administrative work effectively with knowledge of office procedures and practices, managing calendars, prioritizing projects, conducting follow-up on issues, and/or performing other related activities.
• Serve as liaison on behalf of the CFO with internal university departments and external entities, which may include state and federal legislators or other high-level public figures and dignitaries.
• Screen calls and receive visitors to the Financial Affairs Office and the Budget Office; answer inquiries or refer to appropriate offices or individuals.
• Prepare memoranda, letters, and other office-related correspondence. Coordinate the compilation and routing of all division policies in accordance with UAH procedures and established protocols.
• Prepare and coordinate Board of Trustees Finance Committee agenda items, resolutions, or letters to government or public officials and obtain the appropriate signatures and approvals.
• Review and answer correspondence from the UA System Office or other officials, such as internal and external audit firms, on behalf of the CFO.
• Proactively monitor, reconcile, and manage department expenses; process payables, reconcile P-Card purchases, expenditures etc.
• Evaluate requests for meetings, facilitate logistics for presentations, events, conferences, to include room set-up and refreshments. Maintain audio-visual technology and equipment for web-based and audio conference meetings.
• Schedule appointments for the CFO; coordinate times, places, etc. for out-of-office meetings; assemble requested files, agendas, and other materials for inclusion.
• Plan travel itineraries for the CFO as needed; make transportation and lodging arrangements; help process reimbursements.
• Manage office filing system, confidential records and documents, and inventory.
• Schedule appointments for the Senior Project Manager, the Director of Financial Planning & Analysis, and any other members of the Budget Office as needed; coordinate times, places, etc. for out-of-office meetings; assemble requested files, agendas, and other materials for inclusion.
• Plan travel itineraries for the Senior Project Manager, the Director of Financial Planning & Analysis, and any other members of the Budget Office as needed; make transportation and lodging arrangements; help process reimbursements.
• Support the Senior Project Manager as needed during pre- and post-implementation of UAH’s new ERP system. This could include, but may not be limited to, the following:
- Task Management and Follow-Up Support: Maintain a centralized task list or dashboard to monitor action items, decision points, and follow-ups on behalf of the Senior Project Manager
- Preliminary Project Research: Conduct light research to gather background information, such as benchmarking data from peer institutions or basic information on vendors and solutions
- Workflow and File Organization: Assist in the creation and maintenance of project folders, document templates, and streamlined digital workflows to support efficient operations
- Meeting Preparation: Prepare briefing materials, pre-read packets, and presentation decks using content provided by the Senior Project Manager
- Calendar and Time Management: Proactively manage and optimize the Senior Project Manager’s calendar by scheduling time for strategic planning, stakeholder engagement, and focused work
- Stakeholder Interaction Tracking: Maintain records of key stakeholder engagements, including meeting topics, outcomes, and recommended follow-up actions
- Document Management and Version Control: Ensure proper organization and version tracking of key change management documents such as stakeholder maps, communication plans, and risk logs
- Meeting Documentation Support: Review and organize meeting notes, informal brainstorms, or written outlines into clear, structured, and actionable summaries
- Event and Workshop Coordination: Support the planning and execution of workshops and design sessions by managing logistics, preparing materials, ensuring technology setup, and addressing last-minute needs
- Collaborative Support: Act as a trusted internal collaborator who understands the Senior Project Manager’s priorities and preferences, provides feedback when requested, a