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Project Coordinator

Massachusetts Bay Transportation Authority - Boston, MA

Job Details

Full-time $89,606 a year

Benefits

Disability insurance
Health insurance
Dental insurance
401(k)
Flexible spending account
Tuition reimbursement
Paid time off
Vision insurance
Loan forgiveness

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Customer service
English
Master's degree
High school diploma or GED
Bachelor's degree
PeopleSoft
CPT coding
1 year
Associate's degree
Communication skills
Time management

Full Job Description

Salary

$89,606.40 Annually

Location

Boston, MA

Job Type

Full-Time

Job Number

23-19690

Department

MBTA - Capital Programs - Capital Support

Area

508-Capital Support

Opening Date

09/12/2023

Closing Date

9/26/2023 11:59 PM Eastern

Union Affiliation

L453 Professional

Safety Sensitive

This is not a Safety Sensitive Position.

Essential Classification

This is a non-essential classification.

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 Project Coordinator will work with the Professional Services Management Team to support professional services procurement and contract administration processes, including but not limited to, consultant qualification, pre-award requirements, public advertisement, standard operating procedures (SOPs), contract execution, and maintenance.

Duties & Responsibilities

Assist in the delivery of projects in accordance with MBTA policies and procedures as stipulated in Contract Services Policies and Procedures; MBTA Directives published on the MBTA Web Page or provided directly by the Authority.
Prepare project-related correspondence, reports, charts, and presentations utilizing Microsoft Word, Excel, Database, and PowerPoint.
Assist in advertising Architectural & Engineering (A&E) Professional Services contracts using mbta.com and the system on the MBTA website.
Assist in preparing procurement documentation for posting on Agency’s website.
Assist in creating and maintaining databases.
Distribute Notice to Proceed (NTPs) to consultants.
Assist in preparing RFQ/RFP and write contract letters and other communications and notices to consultants.
Assist in processing A&E Contract amendments, Task Orders, and other contract actions.
Assist Risk Management to track, log and maintain the authority’s Insurance database Assist in the development of SOPs and Capital Programs procedures manuals.
Assist in organizing award authorization documentation.
Utilize and maintain Project Management Information Systems (PMIS), and Capital Management Systems (CMS) to track and prepare contracts.
Organize and Schedule internal and external meetings involving various stakeholders.
Organize and prioritize workload, assist Senior Project Coordinator(s), Manager, Senior Manager, and Director, as required.
Assist in project tasks with other Capital Programs Department personnel, as required.
Assist project tasks with other Departments, including the Capital Program Oversight Department (administration and finance), Office of the Chief Engineer (OCE), Engineering and Maintenance, and Railroad Operations, as required.
Work independently in addressing complex tasks in a time-sensitive environment.
Follow up on actions required for task completion while seeking guidance as necessary.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
Adhere to the rules, regulations, collective bargaining agreements, and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
Attend off-site meetings as necessary.
Perform all other duties and projects that may be assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Minimum Requirements & Qualifications

A Bachelor's degree from an accredited institution.
Two (2) years of experience in project administration or coordination duties.
Proficiency with Microsoft Word, Excel, Database and PowerPoint, PeopleSoft (FMIS), and eBuilder.
Effective professional written and communication skills.
Excellent organizational, analytical, confidentiality, multi-tasking, time management, and interpersonal skills.
The ability to effectively communicate with customers, employees and vendors.
Excellent customer service skills.
The ability to work effectively with a diverse workforce.

Substitutions Include

A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor’s degree requirement.
An Associate’s degree from an accredited institution an additional three (3) years of directly related experience substitutes for the Bachelor’s degree requirement.
A Master’s degree in a related subject substitute 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

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.

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.

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 [email protected].

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.

Employment Benefits at the MBTA

The MBTA offers comprehensive benefits packages to employees. Types of benefits offered at the MBTA are subject to the union affiliation / Collective Bargaining Agreement (CBA) of the position to which you apply. Benefits that may apply to your position include the following:

Insurance: Health, Dental, Vision, Life (basic and supplemental), Long-Term Disability
Paid Time Off (PTO): Vacation, Personal Days, Sick Leave, Paid Holidays
Retirement: pension or deferred compensation 401(a), plus MBTA contributions
Tuition Reimbursement (up to $10,000 per year)
Public Service Loan Forgiveness (PSLF) for student loans
Commuter Choice Parking Program: pre-tax benefits for parking
Flexible Spending Account (FSA): pre-tax benefits for healthcare-related expenses
Discounted tickets for concerts, movies, travel / vacation, etc. via TicketsAtWork.com
Shopping discounts via GovX.com
Verizon and AT&T service discounts
And more...

The above information is meant to be a general overview of the benefit programs offered by the MBTA. This summary is not a contract and is not meant to change the provisions of union contracts or Authority policy and does not establish a binding past practice.

The MBTA is an Affirmative Action/Equal Opportunity Employer

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