Project Management Assistant

This Project Management Assistant position is with University of Arizona in Tucson, AZ. 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.