Senior Project Coordinator

Salary: $110,427.20 Annually
Location : Boston, MA 02116
Job Type: Full-Time
Job Number: 25-20969
Department: MBTA - Information Technology Dept
Area: 031-ITD
Opening Date: 04/22/2025
Closing Date: 5/6/2025 11:59 PM Eastern
Licenses / Certifications: None Required
Union Affiliation: L453 Professional
Safety Sensitive: No; this is not a Safety Sensitive position.
On-Call or 24/7: No; this position is not classified as on-call or 24/7.
Essential Classification (Emergency Staff): No; this position is classified as non-essential (during declared States of Emergency).

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, and sustainability and 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
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, and sustainability and 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.

Duties & Responsibilities

• Create and manage administrative documentation for the IT department (contractor timesheet procedure, requisition process guide, onboarding process).
• Manage IT department Administration and Finance SharePoint sites.
• Develop and implement process improvements.
• Lead the development and maintenance of project documentation, including business requirement documents, traceability matrixes, and process maps.
• Work with all departments to ensure company intranet and SharePoint content is up-to-date and accurate.
• Collaborate with stakeholders to create compelling content, experiences and pages that drive engagement.
• Develop and maintain process specific guides including user guides, administrative guides, and best practices.
• Audit and submit invoices for payment in a timely manner (approximately 250 invoices/month).
• Assist with monitoring contractor actual vs budget.
• Ensure invoices are submitted in correct fiscal year.
• Review previous fiscal year invoices to confirm contractor POs can be closed.
• Coauthor annual budget memo and presentation.
• Enter capital projects into ServiceNow; show PMs how to enter capital projects (training), set up cost plans; monitor ServiceNow usage; ensure compliance.
• Perform as liaison between Administration and PMO.
• Meet with key stakeholders to determine opportunities for improvement.
• Develop and lead training and change management sessions.
• Manage special projects assigned by senior leadership.
• Work independently in addressing tasks in a time sensitive environment.
• 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.
• Adhere to the rules, regulations, collective bargaining agreements and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Attend meetings as necessary.
• Onboarding - ensure managers and new employees/contractors have documentation/training needed to on/offboard resources.

• Prepare correspondence, reports, charts, and presentations utilizing Microsoft Word, Excel, Database, and PowerPoint.
• Perform all other duties and projects that may be assigned.

Supervision

• No direct reports.

Minimum Requirements & Qualifications

• A bachelor's degree from an accredited institution.
• Four (4) years of experience in project coordination and administration.
• Experienced in financial management software.
• Experience in development and maintenance of SOP documentation.
• Experience in management of intranet websites and communications.
• Demonstrated track record of success at delivering successful projects within budget and time constraints.
• Demonstrated knowledge of Microsoft Office tools including Outlook, PowerPoint, and Excel.

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 degree from an accredited institution 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

• Experience in FMIS software.
• Knowledge and experience in HTML and CSS formatting.
• Experience in MBTA TSTOP intranet.
• Experience in SharePoint site maintenance and development.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• 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 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 a 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.

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. 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: Although the MBTA is an all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired 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

Diversity, Equity, and Inclusion: The MBTA is an 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

Employment Benefits at the MBTA

Full-Time Employees:

The MBTA offers comprehensive benefits packages to full-time employees. Types of benefits offered at the MBTA are subject to the union affiliation / Collective Bargaining Agreement (CBA) of the position to which you apply. Benefits that may apply to your position include the following:

• Insurance: Health, Dental, Vision, Life (basic and supplemental), and Long-Term Disability
• Paid Time Off (PTO): Vacation, Personal Days, Sick Leave, and Holidays
• Retirement: Pension or deferred compensation 401(a), plus MBTA contributions
• Complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail)
• Tuition Reimbursement (up to $10,000 per year)
• Public Service Loan Forgiveness (PSLF) for student loans
• Commuter Choice Parking Program: Pre-tax benefits for parking
• Flexible Spending Account (FSA): Pre-tax benefits for healthcare-related expenses
• Discounted tickets for concerts, movies, travel / vacation, etc. via TicketsAtWork.com
• Shopping discounts via GovX.com
• Verizon and AT&T service discounts
• And more...

Internships:

Internship positions are not eligible for most MBTA Benefits. However, paid sick time may be incurred. Each intern also receives a complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail) to use throughout the duration of their internship. Please contact the assigned Recruiter directly or email internships@mbta.com for more information.

Disclaimer:

The above information is meant to be a general overview of the benefit programs offered by the MBTA, which may or may not apply to a specific position. This summary is not a contract andis not meant to change the provisions of union contracts or Authority policies and does not establish a binding practice. Please contact the assigned Recruiter directly or email hrstaffing@mbta.com for more information.

The MBTA is an Affirmative Action/Equal Opportunity Employer
01

Which of the following best describes your education and experience:

• I did not attain a High School Diploma or GED
• A High School Diploma or GED with 11 or more years of experience in project coordination and administration.
• An associate degree with 7 or more years of experience in project coordination and administration.
• A Bachelor's degree from an accredited institution with 4 or more years of experience in project coordination and administration.
• A master's degree in a related subject with 2 or more years of experience in project coordination and administration.

02

Do you have experience in financial management software?

• Yes
• No

03

Do you have experience in development and maintenance of SOP documentation?

• Yes
• No

04

Do you have experience in FMIS software?

• Yes
• No

05

Do you have knowledge and experience in HTML and CSS formatting?

• Yes
• No

06

Will you now or in the future require sponsorship for employment visa status (e.g. H-1B visa status)?

• Yes
• No

Required Question