Job Description
At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.
Job Summary The Office of the Chief Operating Officer supports the safe and efficient operation of all MBTA modes of transportation by overseeing both daily and long-term cross-department coordination and planning activities, such as managing special projects and initiatives and business processes. The Project Coordinator will assist on a wide range of Office activities. This position will report to the Director of Administration and Business Processes for the Office of the COO.
Duties & Responsibilities - Assist in the planning, management, and execution of COO’s Office special initiatives and pilots and lead project workstreams.
- Schedule and facilitate project team meetings and ensure the participation of key stakeholders and the efficient use of time.
- Prepare and distribute meeting materials and notes.
- Provide written or verbal project updates to key stakeholders.
- Coordinate project tasks within project stakeholders in operations and other departments in the Authority
- Proactively raise project risks, dependencies, or opportunities for improvement to project managers.
- Assist in the development and tracking of performance measures related to project goals.
- Prepare project status reports and present data using Microsoft Word, Excel, PowerPoint, and/or other tools for project team and other stakeholders.
- Maintain and organize project documentation and conduct data entry.
- Support and coordinate continuous improvement activities for administrative activities within the Office.
- Assist in the coordination and preparation of trainings, and onboarding activities, and special events run by the COO’s Office.
- Assist with employee communications and information distribution.
- Provide occasional coverage for the Office’s Executive Assistant.
- Assists in other project management tasks as needed by the COO’s Office.
- Follow established departmental administrative procedures.
- Exercise sound judgment and discretion in handling confidential information.
- Work independently in addressing complex tasks in time-sensitive manner.
- Remain current with the MBTA's Safety Plan as well as the position's outlined responsibilities.
- Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
- Be available to check and respond to emails outside of scheduled working hours.
- Available to work early morning or late evening hours, as job duties require.
- Perform related duties and projects as assigned.
Minimum Requirements & Qualifications Minimum Education
- A Bachelor’s degree from an accredited institution in a related field.
Minimum Experience And Required Skills - Three (3) years of experience in office management or coordination; effective analytical, organizational, multi-tasking, and confidentiality skills.
- Proficiency with Microsoft Office Suite including Word, SharePoint, Excel, Teams, and PowerPoint applications.
- Ability to pass written assessment or relevant Microsoft Office exam.
- Effectively communicate with customers, employees, vendors, contractors, and state and federal agencies; have excellent customer service, conflict resolution, negotiation, communication, speaking and writing skills.
- Ability to provide internal and external customers with a courteous and professional experience.
- Have the ability to maintain and protect personal and confidential information.
- Have the ability to work with a diverse workforce.
Preferences:
- A degree in Business Administration or related field.
- Experience with Tableau or other data visualization.
Substitutions Include - An Associate’s degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement.
Job Conditions: - Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English
- Ability to provide internal and external customers with courteous and professional experiences
- Ability to work effectively independently and as part of a team (or supervise, if required)
- Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers
- Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies
- Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)
- Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screenings
- Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service
Disclaimers and Definitions: - General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
- Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
- Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
- Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
- Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
- Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
- On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
- Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.
- ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com .
- Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer . For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions .
Job Tags
Full time, For contractors, Internship, Local area, Immediate start, Shift work, Afternoon shift, Early shift, All shifts,