Applicant Login Administrative Specialist Apply now Job no: 503000 Department: Accounting & Financial Reporting Work type: Staff Full-time Exempt Location: Alabama Categories: Procurement & Supply Management Purpose of the Position: The Administrative Specialist will provide high-level administrative, procurement, and budgetary support to the Department of Procurement and Business Services. The incumbent will serve as the primary point of contact, interfacing with all stakeholders. The Administrative Specialist will manage and oversee the daily operations for Procurement and Business Services, which includes but is not limited to: engaging and directing customers as appropriate, drafting, editing, and proofreading all correspondence, performing departmental reconciliations, preparing and coordinating budgetary functions, and executing procurement duties that require auditing and analyzing submissions.Duties/Responsibilities• Serve as primary contact and liaison for departmental staff and with partners • Utilize knowledge of university academic policies, processes, and units to assist solving issues • Draft and edit departmental correspondence, maintain files, create presentations, answer general inquires, and route requests appropriately• Manage the calendar and daily operations of the department• Serve as primary administrative support for the department• Serve as the custodian of record for the department• Plan and coordinate meetings, events, conferences, and presentations• Prepare and review travel plans, itineraries, and reimbursements• Participate in cross-training to assist with other duties in the department• Manage work study program and student employment/engagement for the department • Prepare all Personnel Action Forms (ePAFs) for the department • Compile and analyze data and reports • Process receivers and memorandum receiving reports related to the daily receiving activities. Maintain accurate files of all receivers, memorandum receiving reports, etc• Arrange for the pick up and return of all merchandise being returned to the vendors • Review, reconcile and submit the department’s P-cards in a timely and proper manner (monthly)• Review and reconcile Copy Center orders in a timely and proper manner (monthly) • Prepare, enter, and monitor the department’s requisitions and purchase orders through the approval queue.• Prepare journal vouchers for gas cylinders, etc., in a timely and proper manner (monthly)• Perform UPS, industrial gas journal voucher feeds in a timely and proper manner (monthly)• Assist in formulating and managing the department’s budget by reviewing and • Assist the Procurement Analyst with the competitive bidding process• Participate in Year-End Closing Activities as assigned• Run Purchase Order reports, review and analyze• Process Miscellaneous Vouchers for reimbursement of approved items purchased by faculty and staff• Determine potential vendors to be solicited for strategic sourcing or approve selected vendor; understand the importance and use of supplier diversity and sourcing strategies• Engage in assessment of supplier quality, manages supplier development programs, and understands appropriateness of partnering with suppliers• Confer with vendors to obtain product or service information and review various publications to stay abreast of new technology• Attend seminars, purchasing institutes, and regional meetings in association with the National Association of Educational Procurement (NAEP) and the National Institute of Governmental Purchasing• Keep abreast of new trends in purchasing techniques• Monitor progress and analytic reports related to digital media, newsletters, and website• Work with OMC on website updates• Relay messages and disseminate information on behalf of the department• Facilitate interactions with visitors, faculty, staff, and students • Write and review articles for the departmental newsletter• Generate effective communications, good relations, and a positive image with internal and external customers• Deliver presentations on various departmental topics at events as required.• Promote customer service, courtesy, objectivity, and fairness• Perform other duties as assigned Minimum Requirements: • Bachelor's degree, 5- 7 years of full-time verifiable administrative work experience, or an equivalent combination of education and years of experience • Must be proficient in Microsoft Office Suite and Google Suite• Must have excellent customer service experience and customer service skills• Must have excellent communication and a high level of organization, interpersonal skills, analytical skills, and independent thinking• Must be able to successfully manage projects in a timely and proper manner. Desired Qualifications: • Previous experience in a business services or procurement related environment is preferred Published Salary (if available): $52,343 - $65,000 Advertised: Nov 06 2025 Central Standard Time Applications close: Nov 10 2025 Central Standard Time Back to search results Apply now Refer a friend Whatsapp Facebook LinkedIn Email App Send me jobs like these We will email you new jobs that match this search. Great, we can send you jobs like this, if this is your first time signing up, please check your inbox to confirm your subscription. The email address was invalid, please check for errors. You must agree to the privacy statement Subscribe Recaptcha Privacy agreement Search results Position Location Closes Administrative Specialist Alabama 10 Nov 2025 The Administrative Specialist will provide high-level administrative, procurement, and budgetary support to the Department of Procurement and Business Services. The incumbent will serve as the primary point of contact, interfacing with all stakeholders. The Administrative Specialist will manage and oversee the daily operations for Procurement and Business Services, which includes but is not limited to: engaging and directing customers as appropriate, drafting, editing, and proofreading all correspondence, performing departmental reconciliations, preparing and coordinating budgetary functions, and executing procurement duties that require auditing and analyzing submissions. Expression of Interest Loading... Current Opportunities Position Location Closes Administrative Specialist Alabama Nov 10 2025 The Administrative Specialist will provide high-level administrative, procurement, and budgetary support to the Department of Procurement and Business Services. The incumbent will serve as the primary point of contact, interfacing with all stakeholders. The Administrative Specialist will manage and oversee the daily operations for Procurement and Business Services, which includes but is not limited to: engaging and directing customers as appropriate, drafting, editing, and proofreading all correspondence, performing departmental reconciliations, preparing and coordinating budgetary functions, and executing procurement duties that require auditing and analyzing submissions. Powered by PageUp Please note, job openings are posted for a minimum of three (3) business days and may be removed from the job posting board and filled any time after the minimum posting period has ended. The University of Alabama in Huntsville is an equal opportunity employer (EOE), including an EOE of protected veterans and individuals with disabilities.