Junior Project Manager QCO (Contractor Position)

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. MBTAs 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.

The MBTA is working on supporting the frontline workforce by implementing a portable field-accessible solution to centralized safety resources/rules/procedures/bulletins that govern their work and enable remote data collection replacing cumbersome processes enhancing safety and quality. The solution entails implementing software.

For this initiative we are hiring a Junior Project Manager. The Junior Project Manager will assist the Program Manager and the Project Managers in all aspects of project administration including procurement budget analysis financial reporting and project reporting.

• Financial Project Controls:
  • Support procurement activities including preparing Requisitions Statements of Work (SOWs) Request for Proposals (RFPs) Requests for Information (RFIs) and other related documentation.
  • Submit requisitions request purchase orders and process invoices in MBTA financial systems; ensure proper budget allocated.
  • Assist in processing consultant contracts professional service amendments and/or contractor change orders.
  • Monitor and track spending of the project budget in MBTA financial systems (FMIS / CMS) and update data in reporting tools weekly and monthly.
  • Collaborate with the project management team and leadership on monthly cost estimate updates.
  • Analyze financial reports to track project health (EAC accruals cash flow funding etc.) identify variances/trends and communicate findings to the project management team and leadership.
  • Provide budget utilization scenario analysis support funding reallocations and process changes to contingencies.

• Project Management Support:
  • Track vendor compliance with contractual and administrative requirements.
  • Coordinate and schedule internal/external stakeholder meetings; support with preparation of agendas and taking of minutes.
  • Maintain project documentation including but not limited to project plans and RAIDD log.
  • Track progress on project deliverables and contribute to timely delivery.
  • Support the Program and Project Managers in creation of charts reports and presentations using Microsoft Word Excel PowerPoint and MBTA systems.
  • Coordinate new team member onboarding and support onboarding.
  • Perform related duties and projects assigned.
  • Work independently in addressing complex tasks in a time-sensitive environment.
  • Handle sensitive and confidential information in an appropriate manner.

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

Deliverables

This role will support the project team in developing and maintaining project deliverables including but not limited to:

Procurement Documentation (Requisitions SOWs RFPs RFIs)

Purchase Order Invoice and Contract Tracking Log

Monthly Financial Report (EAC Accruals Variance Analysis)

Cash Flow Forecast and Funding Utilization Summary

Project Documentation Repository (Plans RAIDD Log Deliverables)

Meeting Agendas Minutes and Action Item Tracker

Project Status Dashboard (Milestones Risks Progress Updates)

Vendor Contractual Compliance Tracker and Reporting

Leadership Presentation Decks and Financial Summaries

New Team Member Onboarding Checklist and Access Tracker

Project Closeout Summary and Lessons Learned

Ad-Hoc Analyses Reports and Support as Assigned

All deliverables will be reviewed and approved by MBTA Program leadership who are ultimately responsible for implementation.

• 23 years of experience in project coordination project controls or financial/project management support.
• Experience with data entry and reporting in enterprise systems such as FMIS CMS or equivalent financial/project management tools.
• Strong analytical and quantitative skills; ability to interpret financial data and project performance metrics.
• Proficiency in Microsoft Excel Word PowerPoint and SharePoint; ability to create reports charts and presentations.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Attention to detail and accuracy in preparing and reviewing project documentation.
• Ability to work collaboratively in a cross-functional team and maintain positive relationships with internal and external stakeholders.
• Proactive problem-solving skills and initiative in identifying and addressing issues.

Preferred Experience and Skills

• Experience working with procurement budgeting or contract management processes.
• Familiarity with project management methodologies tools and principles (e.g. scheduling risk tracking documentation control).

Physical Demands and Working Conditions

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Flexible availability including occasional work outside of traditional hours during rollout periods. This may include shifts outside of regular working hours starting early morning finishing late night and weekend shifts. An 8-hour shift may be anytime within 24 hours of a day.
• Work at various MBTA locations within 15-mile radius from Boston. This may involve traveling by train or vehicle to various locations (*).
• Ability to pass a Criminal Offender Record Information (CORI) check background screening and the MBTAs medical requirements including a physical examination and drug and alcohol screening.

Minimum Education

• A bachelors degree from an accredited institution related field.

Job Conditions:

• Ability to effectively read comprehend communicate and respond to instructions orders signs notices inquiries 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 diverseworkforce 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 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 Numberprior to starting their positions and throughout the duration of their program.

Disclaimers and Definitions:

1. 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.
2. Application Completion: It is each applicants 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. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines:Applicants should apply as soon as possible as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. 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.
5. Work Eligibility:All employees must be legally authorized to work in the United States and on an unrestricted MBTA does not have an employer work sponsorship program. However if you have unrestricted work authorization or are sponsored by a separate entity you are welcome to all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. 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 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.
7. Safety Sensitive Positions:Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. 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.
9. 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.
10. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process please contact the MBTAs ADA Unit at or .
11. 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 / Co-Op Benefits: Employees taking part in an internship orco-opat the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass based on the city from which the intern / co-opcommutes to workat no cost. However no additional benefits are currently offered for interns orco-ops.