Project Management Assistant

UNIVERSITY OF ARIZONA; Tucson, Northern (AZ, KY); Hybrid; USD 53,000 - 66,000; Full time

Benefits offered by this job

Full benefits

Tuition reduction

Retirement plans

Job summary

The University of Arizona is seeking an experienced Project Management Assistant to support multiple University Facility Services (UFS) projects. The role provides proactive administrative and project support to Project Managers, Engineers, and Assistant Directors, aligning work with University priorities.

Responsibilities include procurement coordination, cost analysis, document management, and meeting coordination, with full benefits and a competitive compensation package.

Qualifications

• High school diploma or equivalency required.
• Minimum of five years of relevant experience, or equivalent combination of education and work experience.
• Valid driver’s license per university policy.

Responsibilities

• Assist UFS Project Managers with procurement of design consultants and contractor services for capital projects per ABOR guidelines.
• Coordinate RFQ ads, organize reviews, and maintain confidentiality in procurement.
• Assist with construction contracts and documentation for multi-million dollar projects.
• Initiate procurement transactions and obtain approvals for multi-project needs.
• Assist in coordinating furniture, fixtures & equipment installations in new/renovated buildings.
• Review project cost records for ABOR audit compliance and encode approvals.
• Perform detailed analysis on project cost accounts and oversee invoicing to ensure PO compliance.
• Review payment applications and change orders for contractor and consultant work during design and construction.

Skills

Team player

MS Office

Databases

Outlook calendar

Independent worker

Organization

Time management

Writing & proofreading

Tools

Microsoft Word

Excel

Access

PowerPoint

Job description

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!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here .

Duties & Responsibilities

• Assist UFS Project Managers withthe procurement of professional design consultants and contractor services forcapital projects in accordance with Arizona Board of Regents (ABOR) guidelines.
• Coordinate the advertisement ofRequests for Qualification, organize the review process for statement ofqualification documents, communicate and coordinate with respondents, searchcommittees and other staff to ensure confidentiality and accuracy in theprocurement process.
• Assist UFS Project Managers withconstruction contracts and documentation for projects that range in excess of$100M.
• Initiate procurement transactionsincluding but not limited to Procurement Card, Purchase Orders and DisbursementVouchers as required for multiple, multi-million-dollar design &construction projects and obtain necessary approvals from the Project Managers.
• Assists in the procurement anddelivery coordination of installation of furniture, fixtures & equipment innew and renovated buildings.
• Assist with reviewing project costrecords for accuracy and compliance with ABOR audit requirements. Prepare andverify amounts and codes for various standard accounting entries, data input orother forms; encode and obtain necessary approval for processing.
• Perform detailed analysis onproject cost accounts.
• Oversee invoicing process toassure compliance with purchase orders.
• Assist Project Managers withreview of contractor, design consultant and service vendor paymentapplications, and change orders to confirm correctness of amounts andcompliance with established formats during both design and construction phases.
• Implement utility and fire alarm& sprinkler shutdowns to campus buildings as required by contractorsincluding the coordination with Facilities Management staff to plan for theoutages and ensure notification to building occupants.
• Audit and manage compilation andtracking of project closeout package for Project Managers’ approval.
• Maintain complete electronicproject records, recordkeeping system for project administration which will beused for audits upon completion of the project.
• Assist in the review,administration and distribution of project reports/plans, technical andcontract documents, forms and meeting minutes.
• Organize and track projectcontract documents related to ABOR and department policies and procedures.
• Coordinate and maintain capitalequipment tracking and reporting.
• Prepare and submit Job OrderContracting (JOC) documentation and related materials.
• Track, prepare, and submit projectjustifications and project proposals.
• Process and managepersonnel-related documentation, including recruitment justifications, employeeseparation paperwork, and time approval records.
• Provide administrative support forDirectors and Assistant Directors by ordering supplies, tracking fleet data, verifications of vehicle insurance, weekly updates, water sample recording andreporting.
• Coordinate and scheduleinterdepartmental and project meetings and effectively maintain multiplecalendar schedules.
• Plan and arrange necessary travelreservations and itineraries.
• Act as a liaison with other staffmembers providing information regarding scheduled project and programactivities, special assignment coordination, and preparation of presentationmaterials.
• Coordinate changes and updates tothe University of Arizona Manual of Design & Specifications Standards.
• Serve on and provide support toDepartment Search Committees. Facilitate changes and contribute positive inputto Process Improvement Teams.
• Provide backup and participate incross-training, lessons-learned and resource updating with other support staff.

Knowledge, Skills, and Abilities(KSAs):

• Proven ability to work as acooperative team player and communicate effectively with various groups.
• Proficient in Microsoft OfficeSuite, specifically Word, Excel, Access, Outlook and PowerPoint.
• Strong skills in databases withthe ability to learn new software.
• Familiarity in the use of Outlookcalendar and web browsers.
• Demonstrated experience providing effectiveadministrative support to multiple individuals and working independently withminimum supervision.
• Excellent organizational skillswith demonstrated past success developing systems for retrieving and maintaininginformation.
• Effective organizational skillswith demonstrated ability to prioritize and manage critical tasks.
• Ability to successfully workindependently and follow up on time-sensitive tasks.
• Skill in critical thinking.
• Excellent writing and clericalskills 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 .

Preferred Qualifications

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

Compensation Guidance 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 OC3

Job Family Project Mgmt

Job Function Organizational Administration

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

Contact Information for Candidates [e-mail]

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].