Job Description

Project Management Assistant
Posting Number req16193
Department Planning Design & Construction
Department Website Link
Location Main Campus
Address Tucson, AZ USA
Position Highlights The University of Arizona has an ongoing building program that is transforming the campus to support high-quality education and research and to enhance the experience of all who interact with it.

The department of Planning, Design & Construction enriches the University of Arizona with facilities that contribute to the success of students, faculty, and staff by creating an outstanding campus environment through the management of planning, design & construction projects, as well as real estate portfolios, GIS, and spatial data resources.

This position plays a key role in the successful delivery of University of Arizona design and construction projects by proactively providing day-to-day operational and financial support to multiple Project Managers, Engineers and Directors. This position requires excellent communications skills to collaborate effectively with both PDC staff and campus partners. The successful candidate should be flexible and enjoy working in a changing environment so critical thinking and problem-solving skills are essential.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA 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 .
Duties & Responsibilities

Duties and Responsibilities:

• Assist Design & Construction Project Managers with the procurement of professional design consultant 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 Design & Construction Project Managers with construction contracts and documentation for projects that range from $50K to 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\xc3\xa2\xc2\x80\xc2\x99 approval.
• Maintain complete electronic project records, record keeping 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 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 contributes 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):

• Proficient in Microsoft Office Suite, especially Word, Excel, Access, Outlook and PowerPoint.
• Highly skilled providing effective administrative support to multiple individuals and working independently with minimum supervision.
• Ability to work independently and follow up on time-sensitive tasks.
• Strong organizational, writing and clerical skills.
• Proven ability to work as a cooperative team player and communicate effectively with diverse groups.
• Strong skills in database with the ability to learn new software.
• Strong critical thinking skills.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of relevant experience required.

Preferred Qualifications

• Experience working in the design or construction industry.
• Experience working in a university, educational or process-oriented environment.
• Experience with the University of Arizona policies and procedures and business and financial systems (UAccess).

FLSA Non-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 $21.03 - $27.47
Compensation Type hourly rate
Grade 6
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)
Number of Vacancies 1
Target Hire Date
Expected End Date
Contact Information for Candidates Aniela Goodness
ahgood@arizona.edu
Open Date 6/22/2023
Open Until Filled Yes
Documents Needed to Apply Resume and Cover Letter
Special Instructions to Applicant
Diversity Statement At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

University of Arizona