Project coordinator

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, 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.

Job Summary

The Project Coordinator will provide proper administration of Quality Compliance and Oversight (QCO) cross-functional projects. This position is expected to provide support for the operations, planning, and logistics of all meetings, attending key meetings and producing minutes, maintaining accurate databases, as needed support for the QCO department, and assistance with special projects.

The MBTA Quality, Compliance & Oversight Office was established in 2022 in response to the FTA’s Safety Management Inspection Report. The mission of the department is to bring about broad transformative change to the MBTA while addressing the deficiencies noted in the report.

Duties & Responsibilities

• Serve as the point of contact for project updates, ensuring effective and timely communication with internal and external stakeholders.
• Coordinate and schedule internal and external meetings involving various stakeholders; manage correspondence and present information clearly.
• Provide administrative and operational support to project teams as needed.
• Assist project teams in identifying requirements, setting priorities, and aligning activities with organizational goals.
• Organize and prioritize workload to support project execution; follow up on task completion while seeking guidance when necessary.
• Work independently to manage time-sensitive and complex tasks.
• Lead the creation and maintenance of key project documentation, including business requirement documents, traceability matrices, and process maps.
• Maintain accurate records of meeting minutes, project plans, and status reports with version control and team accessibility.
• Prepare professional correspondence, charts, reports, presentations, and visual data outputs using Microsoft Word, Excel, PowerPoint, and MBTA systems.
• Track and report on project milestones, schedules, budget vs actuals, and resource utilization.
• Assist in evaluating project status and forecasting activities to ensure on-time and on-budget completion.
• Identify risks or issues related to scope, schedule, or resources, and escalate as necessary.
• Take the initiative to improve and streamline policies, procedures, and project processes through analysis and documentation.
• Promote and support the use of technology and databases to enhance operational efficiency and project tracking.
• Support the development and maintenance of databases for ongoing project needs.
• Assist in the processing of consultant contracts, professional service amendments, and contractor claims, payment invoices, or change orders.
• Submit invoices, requisitions, and financial documentation in a timely manner.
• Assist in monitoring contractor budgets and actual expenditures.
• Review and analyze monthly invoices and requisitions from consultants and contractors.
• Attend off-site meetings as necessary
• 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.

• Perform all other duties and projects that may be assigned.

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.
• Effective and professional written and verbal 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 with 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.

Preferred Experience and Skills

• A Bachelor's degree from an accredited institution in Engineering, Construction Management, Economics, Business Administration or related field.
• Three (3) years of experience in project administration or coordination duties.
• Experience providing project support in a transit and/or design or construction environment.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in 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 diverse workforce 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 Number prior to starting their positions and throughout the duration of their program.

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.

• Application Completion: It is each applicant’s 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.

• Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

• 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: All employees must be legally authorized to work in the United States and on an unrestricted basis. The 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 apply. Further, 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.

• 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 interview. In 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.

• 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.

• Intern / Co-Op Benefits: Employees taking part in an internship or co-op at 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-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.