Marketing Statement:
The Special Projects Coordinator will play a key role in advancing important work across the Chief of Staff & Government Relations teams by tracking deliverables, supporting executive-level coordination, and helping drive projects to completion. This position is ideal for someone who is proactive, detail-oriented, and energized by a dynamic, fast-moving workplace.
Job Summary:
The Special Projects Coordinator is a position with highly responsible technical responsibilities working directly with the Leadership. The incumbent facilitates and participates in activities within the organization based on the department’s priorities. The incumbent is responsible for managing the planning, establishment, coordination and monitoring of all special projects assigned by the departments Senior Vice President (SVP) or Vice President (VP) and serves as a conduit between the department SVP/VP and key internal stakeholders throughout WMATA. The incumbent acts autonomously to ensure timely completion of multiple projects through interaction and communication with (from) senior staff, project teams, and the SVP/VP. Duties include, but are not limited to, managing and coordinating high level project activities, enforcing departmental compliance with internal and external mandates including all regulatory reporting requirements, and collaborating closely with senior stakeholders both within WMATA and with external partners.
Principal Job Duties
- Establishes and maintains liaisons with internal and external individuals and organizations using an integrated program approach. Assists supporting offices in obtaining major approvals and agreements from city, state, and D.C. jurisdictions including Federal agencies to assure program schedules and goals are met.
- Facilitates specific program initiatives, in support of Washington Metropolitan Area Transit Authority (WMATA)’s strategic goals. Oversees targeted cross-functional initiatives within the department; aligning actions and communications, as required. Is responsible for identifying and raising critical issues to the department SVP/VP, ensuring expeditious resolutions are established.
- Leads projects and commitments directly involving the departments SVP/VP and his/her direct reports to include liaising with stakeholders to identify and define project requirements, scopes, and objectives that align with organizational goals. Ensures all parts of assigned projects are processed, organized, and progressing according to predetermined timelines and deliverable dates. Reports project outcomes and/or risks to the SVP/VP and other appropriate management channels as needed and escalates issues as necessary based on project work plans.
- Coordinates the completion and compliance with corrective actions plans (CAPs), audit findings and recommendations from the Office of Inspector General (OIG), Internal Compliance (INCP) and the Federal Transit Administration (FTA) for all departments. Assists in drafting various documents including memorandums, agreements and prepares committee meeting materials for delivery, including preparing PowerPoint presentations.
- Assists in the development of the departments Administrative annual operating budget in accordance with the Authority’s goals and business plan. Manages confidential information ensuring sensitive, controversial and confidential information is treated and disseminated in the proper manner. Ensures all requests for confidential activities for staff are carried out appropriately with tact, diplomacy, and discretion.
- Creates executive presentations and provides writing and project support to other department Senior Vice Presidents and Vice Presidents.
Other Duties
- Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.
The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.
Responsibilities
Knowledge
- Knowledge of management programs, principles and practices to manage and coordinate projects
- Knowledge of project management theory and best practices
Skills
- Skills in effective communication, framing ideas, issues and strategies in a clear, focused, and persuasive manner and to work effectively across organizational lines and with different levels of the organization
- Skills in team building, and creating unified and efficient team efforts resulting in completion of established goals
- Skills in interpersonal relations to establish and maintain effective working relationships and deal with stakeholders in a customer-oriented business-like manner
- Strong skills in Excel, PowerPoint and database software
- Expert level skills in writing executive summaries and presentations for Executive Vice Presidents and the Board of Directors
Abilities
- Ability to compile and critically assess complex information, and make recommendations to senior management and executive leaders
- Excellent attention to detail, organizational abilities, and time management skills
- Ability to build and maintain collaborative strategic partnership and relationships with the Executive Management Team, and other senior executives and stakeholders in achieving business results and organizational objectives
- Ability to take the initiative and be focused on getting results; doing the right things operationally, financially, and ethically
- Ability to meet the demands of several different stakeholders, successfully prioritizing tasks to meet the most critical and pressing demands first
- Ability to work effectively in a matrix management environment to accomplish tasks, make sound decisions, and/or resolve issues while regularly coordinating with key stakeholders
- Ability to independently organize and carry out assignments with minimal or no direction
- Ability to work effectively across organizational lines and with different levels of the organization
Machine, Tools, Equipment, Software, Hardware Required
- General office equipment
- Enterprise Resource Planning/Human Capital Management software
- Microsoft Office Suite
- Microsoft Project
Supervisory Responsibility
Not responsible for supervising others.
Qualifications
Minimum Education
- A Bachelor’s degree in business administration, public administration, communications, or related field
- Or in lieu of degree four (4) years of experience in program and project management, planning and coordination, communication, budgeting, and stakeholder engagement building internal and external partnerships may be considered.
Minimum Experience
- A minimum of seven (7) years of program and project management, planning and coordination, communication, budgeting, and/or stakeholder engagement experience, building internal and external partnerships.
- Extensive experience creating presentations and summaries for executives and/or board of director audiences
- Advanced skills in Microsoft Excel PowerPoint and Project
Minimum Certification/Licensure
Preferred Qualifications
- Master’s in business administration
- Experience working with federal, state and local government entities.
- Project Management Professional certification
CorporateDescriptionStr
The Washington Metropolitan Area Transit Authority (WMATA), known as Metro, is the region’s leading public transportation provider. Serving a 2,054-square-mile jurisdiction, Metro operates six rail lines, 98 stations, 126 bus routes, and Metro Access, a shared-ride paratransit service. As one of the nation’s busiest transit systems, Metro connects communities, supports economic growth, and provides safe, reliable transportation.
Evaluation Criteria
Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.
Evaluation criteria may include one or more of the following:
- Skills and/or behavioral assessment
- Personal interview
- Verification of education and experience (including certifications and licenses)
- Criminal Background Check (a criminal conviction is not an automatic bar to employment)
- Medical examination including a drug and alcohol screening (for safety sensitive positions)
- Review of a current motor vehicle report
Closing
WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.
This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.
