Senior Project Coordinator

Posting number: 26-20097

Department: MBTA - Vehicle Engineering

Division: 082-Vehicle Engineering (Capital)

Job classification: Senior Project Coordinator, Vehicle Engineering

Posting type: Open/External and Promotional/Internal

Categories: Clerical & Data Entry, Engineering, Accounting and Finance, Project Management, Office and Administrative Support, Database Administration

Summary

The Senior Project Coordinator, for Vehicle Engineering will be responsible for supporting departmental activities related to vehicle procurement such as design, location, construction, installation, and equipment use in new and overhauled vehicles. This role will coordinate with all associated supporting departments, locations, and vendors to allow for the continuity of procurements.

Examples of duties

• Work closely with garages, carhouses, vendors, consultants, and other supplemental personnel to ensure that compliance of contracts with vendors, and overall quality standards of the MBTA are met.
• Support the project teams reviewing vehicle drawings/documents and other detailed specifications for design, delivery, installation, maintenance and warranty.
• Assist in performing vehicle verification and inspections and participates in testing for fit/form/function and continued maintenance of passenger vehicles.
• Act as a department representative during design reviews of vehicle next generation designs.
• Provide technical oversight and problem resolution.
• Ensure all action items are well documented, managed, and responded to in a timely manner with root cause analysis when applicable.
• Manage vehicle acceptance and maintain audit tracking / trending documents.
• Program level reporting and assistance on several individual projects that roll up to a program.
• Assist in preparing project-related correspondence, reports, charts and presentations utilizing Microsoft Word, Excel, Database and PowerPoint.
• Work various shifts to support the ongoing operational and maintenance needs of the Vehicle Engineering Department.
• Participate in project meetings and planning sessions.
• Assist Project Managers in addressing tasks in a time-sensitive environment.
• Follow up on actions required for task completion while seeking guidance as necessary.
• Monitor budget, federal and state funding, perform spending analyses and be able to devise solutions for variances.
• Interact and communicate with multiple internal and external stakeholders and collaborate with vendors to plan, strategize, and execute project activities.
• Manage additional departmental work streams and tasks as assigned.
• 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.
• 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.

Supervision

• No direct reports.

Qualifications

• Bachelor’s degree from an accredited institution.
• Four (4) years of experience in administration or coordination duties supporting vehicle procurement.
• Effective organizational, analytical, confidentiality, quantitative, writing, multitasking and time management skills.
• Proficient with the use of Microsoft Teams, Microsoft Project, Office, PowerPoint, Outlook, and calendar management.
• Excellent problem solving, interpersonal communication and project management skills with the ability to resolve unplanned issues in creative and effective ways.
• Strong written and verbal communications skills with experience effectively communicating with customers, employees, vendors, contractors, designers, public legislators, and state and federal agencies.
• Committed to a collaborative, conscientious, and results oriented approach.
• Ability to work effectively with a diverse workforce communicating effectively and politely with all people and experience levels and in all types of situations.
• Ability to work under limited supervision on a diverse and complex scope with skill to resolve issues in creative ways.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively independently and as part of a team.
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.

Substitutions

• 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 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.

Supplemental information

• Additional years of experience in administration or coordination duties supporting a large department or group.
• Experience providing project support in a public sector, transit, and/or facilities environment.
• Experience in a transportation agency or with automated fare collection.