Senior Director of Administration, Green Line Transformation

Massachusetts Bay Transportation Authority - Boston, MA3.6

Contract
Job Summary

The Green Line Transformation (GLT) is a portfolio of projects aimed at revitalizing America's oldest subway. The program will reform an aging transportation system to adopt new and advanced technologies and be reconstructed to weather both time and circumstances. Most importantly, it needs to ensure that cost efficiency is driven through the entire life cycle, from design and construction through operations and maintenance.

The GLT is an Activist Program Management Office reporting directly to the General Manager, to establish and implement program management best practices dedicated to integration, collaboration, empowerment, and standardization. By collaborating with the MBTA functional support groups, operations, and maintenance of way, the team will bring efficiencies in execution, on-time performance, maintainability, and sustainable service improvement.

Our vision is to successfully transform the Green Line with increased capacity, improved accessibility, and the latest technology to satisfy the demand of our passengers and communities. By engaging stakeholders and listening to the community we will see a transformation that is:

  • Reliable. On-time service, enhanced safety and accessibility for all ages and abilities, built-in operability and maintainability.
  • Robust. Capacity and efficiency improvements to support regional mobility efficiently and effectively.
  • Resilient. Durability throughout the entire lifecycle and longevity improvements regardless of climate change.
The Senior Director of Administration for the Green Line Transformation program facilitates comprehensive contract actions to support the delivery of the Authority's $3.5+ billion program and all of its projects. The Senior Director of Administration is responsible with implementing contracts, contract procurements, amendments, task orders, finances, invoice review and other tasks to help program and project managers to achieve cost-effective, timely, contract actions. The delivery of the program is to be according to the schedule and compliant with all state and federal laws, regulations and requirements.

The GLT program is unique in its multifaceted scope and diverse requirements. The program requires "out of the box" thinking and collaboration to ensure functional team priorities do no take precedent over program goals. The Senior Director of Administration and GLT personnel will work in partnership with the MBTA functional departments through:

  • An integrated matrix approach that relies on efficiency;
  • Deep institutional knowledge;
  • Transparent communication; and
  • Clear roles and responsibilities.
The Senior Director of Administration is the Green Line Transformation lead administrator for consultant and contractor procurement and works intimately with the MBTA Contract Administration functions. The Senior Director will work in partnership with functional leads of multiple departments (such as capital planning, capital program, safety, engineering, maintenance, operations, accessibility, and customer experience) to deliver the Green Line Transformation Program. The Transformation Director will work directly with end-users to understand problems, and work collaboratively with functional leads to develop solutions. Additionally, the Senior Director of Administration will evaluate daily, weekly, and quarterly performance reports, and work with end-users to increase efficiency and effectiveness across the MBTA. This position reports to the Chief of Green Line Transformation.

Duties & Responsibilities
The Senior Director of Administration will perform the contracting and finance functions for all projects needed to deliver the Green Line Transformation program and is responsible for working with a highly talented, experienced and matrixed team who, collectively, are responsible for delivering this major program. Senior Director of Administration will also serve as the point person for all internal and external audits of capital contracting processes and procedures.

Specific responsibilities include:
Implementing contracts, contract procurements, amendments, task orders and other tasks to help program and project managers.
Timely delivery to meet the program's schedule.
Managing budgets and finances for consultants working on the program and review and processing of invoices.
Acting as the primary liaison with Human Resources and IT. Serves as the department's coordinator with IT to oversee network administration, online project updates and manage information systems. Oversees the Department's HR requirements including employee hiring processes, on-boarding and performance management
Working intimately with the MBTA Departments (Legal, Contract Administration, Capital Planning, Capital Delivery, Engineering, Maintenance, Operations, Customer Experience) and its professionals, auditors and support staff.
Delivering the procurement and administration of professional services and construction contracted services
Utilizing MBTA's Contract Administration policies and procedures and developing concise procedures for the Green Line Transformation program to detail roles and responsibilities.
Working closely with program and project managers and proactively administrate the professional services and construction contract actions required for successful delivery of the program.
Managing professional services contract actions through all phases of contract administration to assist in the on time and within budget completion of projects. Professional services contract phases include: Request for Qualifications; Request for Proposals; conflict of interest review and determination; shortlist; selection; negotiation; pre-audit; award; contract execution; amendments; task orders; interim and post-audits; invoicing and payment; consultant performance evaluations; and contract close-out.
Managing construction contract actions through all phases of contract administration to assist in the on time and within budget completion of projects. Construction contract phases include: contractor pre-qualification; pre-advertisement authorization; advertisement; conflict of interest review and determination; award; contract execution; change orders; invoicing and payment; contractor performance evaluations; and contract close-out.
Analyzing all contract proposals or bids and providing recommendations for senior management approval.
Overseeing and administering various procurement methods including: design-bid-build; design-build; construction management at risk.
Coordinating contract activities with other departments including, Legal, Procurement and Logistics, Finance and Risk Departments, as required.
Ensuring that MBTA contracts reflect accurate costs and comply with documentation requirements of external funding sources.
Assisting in updating Authority protocols and procedures as needed, including the MBTA Project Manager's Manual; Quality Assurance Manual; Resident Engineer's Manual; Contract Administration Policies and Procedures; and MBTA Directives, as required.
Supporting outreach as needed with American Council of Engineering Companies of Massachusetts, Construction Industries of Massachusetts, the Disadvantaged Business Enterprise (DBE) Community and other MBTA business partners.
Organizing and prioritizing workload, be pro-active in identifying contract administration needs/ requirements.
Working independently within broadly defined objectives in addressing complex tasks in a time-sensitive environment.
Respond to each inquiry, whether from a customer, vendor or co-worker in a courteous and professional manner consistent with the Authority's Customer Service quality standard.
Respond, either directly or through others, to emergencies twenty-four (24) hours per day, seven (7) days per week.
Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
Other duties as may be assigned.
Minimum Requirements/Qualifications
Bachelor's Degree from an accredited institution in Business Administration, Engineering, or related field.
Eight (8) years' experience in project/program services and/or construction contract procurement/ management for major public sector initiatives/projects.
Knowledge of public procurement regulations, contract laws and construction management.
Minimum of Five (5) years of related experience in personnel management to include reviewing functional work plans, overseeing work products and evaluating team priorities, managing performance and providing training and coaching, etc.
Demonstrated success managing and supervising staff and consultants.
Strong data base management skills.
Strong project controls knowledge and ability to accurately evaluate consultant and contractor cost and schedule submissions.
Excellent writing, organizational, analytical, time management and interpersonal skills.
Effective professional written and verbal communication and interpersonal skills.
Proven track record of collaboration, transparency, and problem-solving skills.
Ability to effectively communicate with customers, employees and vendors.
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 for selection.
Be available to work twenty-four (24) hours per day, seven (7) days per week.
Flexibility to work any shift(s) and/or locations, as required.
Ability to pass: background screenings, Criminal Offender Record Information (CORI) check and MBTA's drug and alcohol screening.
Commitment to MBTA's diversity and inclusion goals.
Ability to supervise and work effectively with a diverse workforce