Director of Administration & Business Processes for COO

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 culture and accessibility and each employee that works for the MBTA performs their roles based on our vision mission and includes attendance participation and contribution in local safety committee meetings as needed.

The Director of Administration and Business Processes role will support the effective management and administration of the Operations Division to help provide safe reliable and consistent service to all MBTA riders.

This role will report to the Chief of Staff and will serve as a key partner in leading and coordinating internal administrative activities division-wide initiatives employee engagement and development efforts organizational planning activities and business process improvements across Operations.

The Director of Administration and Business Processes will work closely with Operations leadership and cross-functional stakeholders across the Authority to support executive operations strengthen internal coordination improve operational planning and effectiveness and facilitate continuous improvement of the Division.

• Support the Chief of Staff and Operations leadership in managing division-wide administrative operations strategic initiatives organizational priorities internal coordination and continuous improvement efforts.
• Lead and coordinate administrative and business process improvement initiatives across the Operations Division to improve communication coordination efficiency consistency and organizational effectiveness.
• Support annual Operations goal-setting strategic planning performance tracking and development of key performance indicators (KPIs) and related reporting activities across the division.
• Identify opportunities to improve administrative workflows management systems information-sharing practices and operational processes and implement sustainable repeatable improvements where appropriate.
• Support annual budget planning administrative tracking workforce planning and resource coordination activities for Operations departments.
• Support the development implementation maintenance and communication of Operations policies procedures directives guidance documents standards and internal management practices.
• Coordinate with administrative and support departments across the Authority to support routine operational needs workforce initiatives and special projects.
• Coordinate and support internal communications efforts for the COOs Office and Operations leadership including division updates employee messaging presentations intranet content and executive communications materials.
• Support employee engagement workforce development and organizational culture initiatives including onboarding programs intern programs recognition activities training initiatives and professional development activities.
• Coordinate Operations support activities related to Board meetings municipal meetings public meetings stakeholder engagements executive briefings and other operational or external events.
• Support planning and coordination related to Operations workplace environments office space utilization administrative facilities needs and workplace improvement initiatives in partnership with internal departments.
• Coordinate recurring operational and administrative activities including leadership meetings action-item tracking presentations reporting and follow-up activities.
• Work with Operations staff and leadership to manage strategic initiatives process improvement projects and operational planning efforts that support division goals and improve decision-making.
• Support the management and timely delivery of departmental and division initiatives programs policies and organizational priorities.
• Coordinate consultant contractor and vendor activities related to administrative operational workplace or organizational improvement initiatives including procurement support as required.
• Prepare executive-level correspondence reports dashboards presentations briefing materials and other documents utilizing Microsoft Office and related business tools.
• Promote a culture of collaboration professionalism employee engagement innovation continuous improvement and operational excellence throughout the Operations Division
• Perform all other duties and projects as assigned.

• One (1) Project Coordinator and may include additional professional or clerical staff and/or management of work contractors.

• A Bachelors Degree in Business Administration Public Administration Political Science Engineering Construction Management Transportation System Management Business Process Management Organizational Development or a related field from an accredited institution.
• Seven (7) years full-time experience leading managing designing and implementing business processes continuous improvement data analytics or project management across organizations.
• Five (5) years ofexperience inmanaging and leading people and/or leading and managing large-scaleenterprise-wideprojects
• Strong project management skills with demonstrated success leading cross-functional initiatives.
• Excellent organizational analytical confidentiality multi-tasking time management interpersonal and relationship-building skills.
• Experience and demonstrated results in partnering with an executive team to drive organizational change.
• Excellent communication analytical and presentation skills with the ability to obtain buy-in with key stakeholders at all levels of the organization and influence their decision-making.
• Demonstrated ability to think strategically and work in a team environment.
• Proven track record of collaboration transparency and problem-solving skills.
• Have the ability to handle sensitive and confidential information in an appropriate manner.
• Have the ability to travel to locations throughout the MBTAs service area.
• Proficient in Microsoft Office suite.

• Experience in the public sector and/or the transportation industry.
• Experience with process improvement and/or management of organizational change.
• Experience working in unionized environments.

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelors degree requirement.
• An Associate Degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelors degree requirement.
• A Masters 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.

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 pre-employment screenings / pre-boarding working in 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.