Posting Number: req27007
Department: Facilities Mgmt-Utilities
Location: Tucson Campus
Address: Tucson, AZ USA
Position Highlights
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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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
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)
Number of Vacancies: 1
Contact Information for Candidates
Open Until Filled: Yes
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. These reports 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 cleryact@arizona.edu.