Project Coordinator - Analytics and Business Processes

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, sustainability, and culture. 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 Project Coordinator will be responsible for assisting the Analytics and Business Processes team in the administrative and financial activities related to scheduling, planning, document management, material procurement, and budgeting for daily department and project activities. This position is located in the Office of the Chief of Infrastructure and reports to the Director of Analytics and Business Processes. The Analytics and Business Processes team supports the Engineering and Maintenance department by developing analytics for each department and managing procurement, logistics, and budget support services. Duties & Responsibilities Assist in the preparation of project reports, status reports, budgets, and charts reflecting the status of project activities, in coordination with E&M Analysts and Budget Analysts.Participate in continuous improvement activities for administrative functions across all four engineering and maintenance departments.Participate in or lead weekly team meetings, maintain action logs, and coordinate project activities across multiple teams/departments.Prepares activity related correspondence.Remain current with the MBTA's Safety Plan as well as the position's outline of responsibilities. Coordinates support requests from both internal Authority departments and external entities. Oversees project and maintenance activities, as well as record-keeping.Coordinates future project canvas review activities and document control.Participate in the negotiation of consultant contracts, professional service amendments, contractors' claims, payment invoices, or change orders.Liaise with all E&M divisions to coordinate capital planning, budget reporting, and prioritize scopes of work.Process requisitions into FMIS in a timely manner and liaise with the budget office, procurement, logistics, and/or capital delivery to effectively transition requisitions into purchase orders.Organize and maintain effective means to interpret, present, and communicate project information at internal and external meetings.Respond to each inquiry, whether from a customer, vendor, or co-worker, in a courteous and professional manner.Drive a company or personal vehicle to visit work sites and to assist at emergencies and/or events as needed.Respond or report to work as directed by supervisory personnel for emergencies, extreme weather conditions, or any abnormal conditions that impair service or the safety of service, twenty-four (24) hours per day, seven (7) days per week.Assist in the management of a workforce by ensuring the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreement (if applicable), and policies of the Authority, including the EEO, Anti-Discrimination, Anti-Harassment, and Anti-Retaliation policies.Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.Perform related duties and projects as assigned.SupervisionNone Minimum Requirements & Qualifications An Bachelor's Degree from an accredited institution in a related field.Three (3) years of experience in project administration or coordination duties, supporting a large department or group.Proficiency with MS Word, Excel, Database, CMS, and PeopleSoft applications.Effective and efficient written communication skills.Ability to provide internal and external customers with a courteous and professional experience. Ability to pass a Criminal Offender Record Information (CORI) check; background screenings; and the MBTA's medical requirements, including a physical examination and drug and alcohol screening.Possess excellent customer service and conflict resolution skills.Have a satisfactory work record including overall employment, job performance, discipline and safety records. For internal candidates, the aforementioned applies to the two (2) years immediately prior to the closing date of this posting. Infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration.Ability to work any and all shifts and/or locations as assigned or directed. Be available to work twenty-four (24) hours per day, seven (7) days per week.Ability to work effectively with a diverse workforce.Successful applicants must have English language skills required for the effective performance of the position. Substitutions Include A High School Diploma or GED with an additional five (5) years of directly related experience substitutes for the Bachelor's degree requirement 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 A Master's degree in a related subject substitutes for two (2) years of general experience. A nationally recognized certification, or statewide/professional certification in a related field, substitutes for one year of experience.Preferred Experience and Required SkillsA Bachelor's degree in Engineering, Construction Management, Architecture, or Business Administration from an accredited institution.Experience providing project support in a transit and/or design or construction environment. Job Conditions: Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English. Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program. Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role. Ability to provide internal and external customers with courteous and professional experiences. Ability to work effectively, independently, and as part of a diverse workforce 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 current student or 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 / or 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. Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting their positions and throughout the duration of their program.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 Completion: It is each applicant s responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. Recruitment team does not have access to existing employee data / history. 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, but a valid work authorization and U.S. Social Security Number are required prior to starting work. 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 ... or .... 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. Intern / Co-Op / Fellow Benefits: Employees taking part in an internship, co-op, or fellowship at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on city from which the employee commutes to work, at no cost. However, no additional benefits are currently offered for interns, co-ops, or fellows. PDN-9fb32d42-6aeb-48b2-a2b2-5bfd70efba33