Project Management Assistant

The University is seeking an experienced Project Management Assistant to support the successful delivery of multiple University Facility Services (UFS) projects. This position provides proactive administrative and project support to Project Managers, Engineers, and Assistant Directors, as assigned, while ensuring work aligns with the mission, priorities, and goals of University Facility Services.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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• Assist UFS Project Managers with
  the procurement of professional design consultants and contractor services for
  capital projects in accordance with Arizona Board of Regents (ABOR) guidelines.
• Coordinate the advertisement of
  Requests for Qualification, organize the review process for statement of
  qualification documents, communicate and coordinate with respondents, search
  committees and other staff to ensure confidentiality and accuracy in the
  procurement process.
• Assist UFS Project Managers with
  construction contracts and documentation for projects that range in excess of
  $100M.
• Initiate procurement transactions
  including but not limited to Procurement Card, Purchase Orders and Disbursement
  Vouchers as required for multiple, multi-million-dollar design &
  construction projects and obtain necessary approvals from the Project Managers.
• Assists in the procurement and
  delivery coordination of installation of furniture, fixtures & equipment in
  new and renovated buildings.
• Assist with reviewing project cost
  records for accuracy and compliance with ABOR audit requirements. Prepare and
  verify amounts and codes for various standard accounting entries, data input or
  other forms; encode and obtain necessary approval for processing.
• Perform detailed analysis on
  project cost accounts.
• Oversee invoicing process to
  assure compliance with purchase orders.
• Assist Project Managers with
  review of contractor, design consultant and service vendor payment
  applications, and change orders to confirm correctness of amounts and
  compliance with established formats during both design and construction phases.
• Implement utility and fire alarm
  & sprinkler shutdowns to campus buildings as required by contractors
  including the coordination with Facilities Management staff to plan for the
  outages and ensure notification to building occupants.
• Audit and manage compilation and
  tracking of project closeout package for Project Managers' approval.
• Maintain complete electronic
  project records, recordkeeping system for project administration which will be
  used for audits upon completion of the project.
• Assist in the review,
  administration and distribution of project reports/plans, technical and
  contract documents, forms and meeting minutes.
• Organize and track project
  contract documents related to ABOR and department policies and procedures.
• Coordinate and maintain capital
  equipment tracking and reporting.
• Prepare and submit Job Order
  Contracting (JOC) documentation and related materials.
• Track, prepare, and submit project
  justifications and project proposals.
• Process and manage
  personnel-related documentation, including recruitment justifications, employee
  separation paperwork, and time approval records.
• Provide administrative support for
  Directors and Assistant Directors by ordering supplies, tracking fleet data,
  verifications of vehicle insurance, weekly updates, water sample recording and
  reporting.
• Coordinate and schedule
  interdepartmental and project meetings and effectively maintain multiple
  calendar schedules.
• Plan and arrange necessary travel
  reservations and itineraries.
• Act as a liaison with other staff
  members providing information regarding scheduled project and program
  activities, special assignment coordination, and preparation of presentation
  materials.
• Coordinate changes and updates to
  the University of Arizona Manual of Design & Specifications Standards.
• Serve on and provide support to
  Department Search Committees. Facilitate changes and contribute positive input
  to Process Improvement Teams.
• Provide backup and participate in
  cross-training, lessons-learned and resource updating with other support staff.

Knowledge, Skills, and Abilities
(KSAs):

• Proven ability to work as a
  cooperative team player and communicate effectively with various groups.
• Proficient in Microsoft Office
  Suite, specifically Word, Excel, Access, Outlook and PowerPoint.
• Strong skills in databases with
  the ability to learn new software.
• Familiarity in the use of Outlook
  calendar and web browsers.
• Demonstrated experience providing effective
  administrative support to multiple individuals and working independently with
  minimum supervision.
• Excellent organizational skills
  with demonstrated past success developing systems for retrieving and maintaining
  information.
• Effective organizational skills
  with demonstrated ability to prioritize and manage critical tasks.
• Ability to successfully work
  independently and follow up on time-sensitive tasks.
• Skill in critical thinking.
• Excellent writing and clerical
  skills with previous experience drafting correspondence.
• Excellent skills in grammar,
  spelling, punctuation, compositing and proofreading correspondence.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma or high school diploma equivalency is required.
• Minimum of five years of relevant experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.