Project Management Assistant III

As a Project Management Assistant for our Planning, Design, and Construction Team for University Facility Services, you will be part of the bigger picture for things related to contracts, insurance, and construction of our beautiful buildings. This is an opportunity to create and foster a collaborative, inclusive working environment of approximately 700 colleagues and that cascades from the portfolio's leadership across and down to the "frontline" staff: one of open communication, trust, innovation, and accountability to University values (arizona.edu/purpose-mission-values).

Outstanding UA benefits include health, dental, vision, and life insurance; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; access to UA recreation and cultural activities; and more!

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* 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 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 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 provides support to Department Search Committees. Facilitate changes and contributes positive input to Process Improvement Teams.
* Provide backup and participates in cross-training, lessons-learned and resource updating with other support staff.

Knowledge, Skills, & Abilities:

Ability to multitask

Proficient in using Microsoft Office

• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
• High school diploma or high school diploma equivalency is required.

• 2+ years of construction related experience.
  
• Prior experience with contracts, PO's, change orders, and project related documentation