Project Management Assistant

Phase2 Technology; Tucson (AZ); On-site; USD 36,000 - 43,000; Full time

Job summary

University of Arizona in Tucson seeks a Project Management Assistant to support the successful delivery of multiple University Facility Services (UFS) projects. This role provides proactive administrative and project support to Project Managers, Engineers, and Assistant Directors, ensuring alignment with the mission and goals of University Facility Services.

Proficiency in Microsoft Office Suite, strong organizational skills, and the ability to manage multiple priorities in a fast-paced

Qualifications

• High school diploma or equivalent 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 per university policy.

Responsibilities

• Assist Project Managers with procurement of consultants and contractors for capital projects following ABOR guidelines.
• Coordinate advertisement of RFQs and review submission materials with confidentiality and accuracy.
• Assist with construction contracts and documentation for projects over $100M.
• Initiate procurement transactions and obtain approvals for multi-million-dollar projects.
• Assist with procurement and delivery coordination for furniture, fixtures & equipment in new/renovated buildings.
• Review project cost records for accuracy and ABOR audit compliance; prepare approvals.

Skills

Team player

Microsoft Office

Database skills

Outlook calendar

Independent worker

Excellent writing

Tools

MS Office

Job description

Project Management Assistant

Posting Number: req27007

Department: Facilities Mgmt-Utilities

Department Website Link: University Facility Services

Location: Tucson Campus

Address: Tucson, AZ USA

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!

Duties & Responsibilities

• 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.

Minimum Qualifications

• 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.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade: 7

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level

Career Stream and Level: OC3

Job Family

Job Family: Project Mgmt

Job Function

Job Function: Organizational Administration

Type of criminal background check required

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies

Number of Vacancies: 1

Target Hire Date

Target Hire Date: 10/1/2026

Contact Information for Candidates

Contact Information for Candidates: [e-mail]

Open Date

Open Date: 9/8/2026

Open Until Filled

Open Until Filled: Yes

Documents Needed to Apply

Documents Needed to Apply: Resume and Cover Letter

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at [e-mail].