MBTA
Manager of Administration North Station Draw One
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Manager of Administration North Station Draw One
role at
MBTA
Job Summary The Manager of Administration of North Station Draw One will be responsible for conducting, coordinating, monitoring and overseeing daily administrative functions as part of Draw One Office. Serve as a liaison for, Chief of Program Director and staff and work to help secure, support and facilitate operational needs and services of the office. Functions include, but are not limited to, ordering, procuring, scheduling and other duties as assigned. Provide administrative support to the Chief of Program Director and the Senior Leadership Team. The Manager of Administration will be responsible for and have previous experience in handling a wide range of administrative and executive support related tasks and will be able to work independently with little supervision. This person must be exceedingly well organized, flexible and detail oriented. This position will have access or exposure to confidential information contract and negotiation matters as well as financial data, records, and internal audits.
Duties & Responsibilities
Oversee and organize daily office operations and procedures including maintaining office supplies inventory, ordering supplies, and ensuring the operation of office equipment.
Coordinate and maintain ordering to include monitoring, tracking, expenditures, troubleshooting problems and preparing reports and managing invoices.
Perform administrative and office support activities in a professional manner.
Field and manage emails, calls, and all forms of correspondence in a courteous and professional manner.
Keep Draw One Program Executive informed by reviewing and analyzing special reports, summarizing information, and identifying trends to ensure the smooth and timely flow of correspondence and reports as needed.
Act as the Office of the North Station Draw One main point of contact.
Collaborate with other admin staff in Engineering and Capital and facilitate the onboarding of new staff.
Ensure staff is compliant with all trainings and have proper PPE and equipment.
Work independently in addressing complex tasks in a time sensitive environment.
Coordinate schedules of Office of the North Station Draw One’s Senior Staff.
Attend off-site meetings as necessary.
Prepare, revise, and format Excel spreadsheets, PowerPoint presentations, and other written documents at the request of the Safety Division executive team.
Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
Proofread documents and ensure accurate/consistent data prior to distribution.
Schedule, plan and assist in the coordination of events, meetings and/or special projects.
Organize maintain manual and computerized confidential departmental files, records, and logs ensuring the smooth and timely flow of correspondence and reports.
Organize and maintain effective means to interpret, present and communicate information at internal and external meetings.
Organize and prioritize workload, at the direction of the Program Director of North Station Draw One.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
Assist with processing purchase orders and requisitions using PeopleSoft Financial Systems.
Proofread documents and ensure accurate, consistent communication and data prior to distribution.
Have the ability to work effectively with diverse office staff and consultants.
Handle complex and confidential situations and requests and serve as a resource for the department in a highly visible capacity with candidates, staff, management, and other departments.
Track the status of ongoing matters and follow up as necessary.
Ensure security, integrity, and confidentiality of data.
Perform all other duties and projects that may be assigned.
Minimum Requirements & Qualifications
Bachelor’s degree from an accredited institution.
Five (5) years of experience in office management and/or coordination at the executive level.
Two (2) years drafting business memos, PowerPoint presentations, and organizing communications for Senior Level Executives.
Strong communication skills, excellent customer service, conflict resolution, and writing skills.
Experience compiling information and data into written and graphic presentations.
Experience proofreading memos and reports.
Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint, and database applications.
Pass the MBTA's Microsoft Office Professional test and the editing and report preparation practical test.
Demonstrated ability to effectively work within a fast‑paced office environment and prioritize work appropriately.
Ability to effectively communicate with customers, employees, vendors, contractors, and state or federal agencies.
Ability to provide internal and external customers with a courteous and professional experience.
Ability to maintain and protect confidential information.
Ability to decipher and prioritize issues and inquiries that need immediate attention.
Experience in a fast‑paced capital delivery environment with competing priorities and accelerated schedules.
Effective analytical, organizational, confidentiality, multitasking and interpersonal skills.
Knowledge of business and management principles.
Must be experienced in handling a wide range of administrative and executive support related tasks.
Ability to work independently with little or no supervision.
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 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.
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 pre‑employment screenings / pre‑boarding, working in 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 hradaaa@mbta.com.
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.
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Manager of Administration North Station Draw One
role at
MBTA
Job Summary The Manager of Administration of North Station Draw One will be responsible for conducting, coordinating, monitoring and overseeing daily administrative functions as part of Draw One Office. Serve as a liaison for, Chief of Program Director and staff and work to help secure, support and facilitate operational needs and services of the office. Functions include, but are not limited to, ordering, procuring, scheduling and other duties as assigned. Provide administrative support to the Chief of Program Director and the Senior Leadership Team. The Manager of Administration will be responsible for and have previous experience in handling a wide range of administrative and executive support related tasks and will be able to work independently with little supervision. This person must be exceedingly well organized, flexible and detail oriented. This position will have access or exposure to confidential information contract and negotiation matters as well as financial data, records, and internal audits.
Duties & Responsibilities
Oversee and organize daily office operations and procedures including maintaining office supplies inventory, ordering supplies, and ensuring the operation of office equipment.
Coordinate and maintain ordering to include monitoring, tracking, expenditures, troubleshooting problems and preparing reports and managing invoices.
Perform administrative and office support activities in a professional manner.
Field and manage emails, calls, and all forms of correspondence in a courteous and professional manner.
Keep Draw One Program Executive informed by reviewing and analyzing special reports, summarizing information, and identifying trends to ensure the smooth and timely flow of correspondence and reports as needed.
Act as the Office of the North Station Draw One main point of contact.
Collaborate with other admin staff in Engineering and Capital and facilitate the onboarding of new staff.
Ensure staff is compliant with all trainings and have proper PPE and equipment.
Work independently in addressing complex tasks in a time sensitive environment.
Coordinate schedules of Office of the North Station Draw One’s Senior Staff.
Attend off-site meetings as necessary.
Prepare, revise, and format Excel spreadsheets, PowerPoint presentations, and other written documents at the request of the Safety Division executive team.
Attend meetings upon request to record, transcribe and summarize discussion topics for reports and memos.
Proofread documents and ensure accurate/consistent data prior to distribution.
Schedule, plan and assist in the coordination of events, meetings and/or special projects.
Organize maintain manual and computerized confidential departmental files, records, and logs ensuring the smooth and timely flow of correspondence and reports.
Organize and maintain effective means to interpret, present and communicate information at internal and external meetings.
Organize and prioritize workload, at the direction of the Program Director of North Station Draw One.
Respond to each inquiry, whether from a customer, vendor, or co-worker in a professional and courteous manner.
Assist with processing purchase orders and requisitions using PeopleSoft Financial Systems.
Proofread documents and ensure accurate, consistent communication and data prior to distribution.
Have the ability to work effectively with diverse office staff and consultants.
Handle complex and confidential situations and requests and serve as a resource for the department in a highly visible capacity with candidates, staff, management, and other departments.
Track the status of ongoing matters and follow up as necessary.
Ensure security, integrity, and confidentiality of data.
Perform all other duties and projects that may be assigned.
Minimum Requirements & Qualifications
Bachelor’s degree from an accredited institution.
Five (5) years of experience in office management and/or coordination at the executive level.
Two (2) years drafting business memos, PowerPoint presentations, and organizing communications for Senior Level Executives.
Strong communication skills, excellent customer service, conflict resolution, and writing skills.
Experience compiling information and data into written and graphic presentations.
Experience proofreading memos and reports.
Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint, and database applications.
Pass the MBTA's Microsoft Office Professional test and the editing and report preparation practical test.
Demonstrated ability to effectively work within a fast‑paced office environment and prioritize work appropriately.
Ability to effectively communicate with customers, employees, vendors, contractors, and state or federal agencies.
Ability to provide internal and external customers with a courteous and professional experience.
Ability to maintain and protect confidential information.
Ability to decipher and prioritize issues and inquiries that need immediate attention.
Experience in a fast‑paced capital delivery environment with competing priorities and accelerated schedules.
Effective analytical, organizational, confidentiality, multitasking and interpersonal skills.
Knowledge of business and management principles.
Must be experienced in handling a wide range of administrative and executive support related tasks.
Ability to work independently with little or no supervision.
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 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.
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 pre‑employment screenings / pre‑boarding, working in 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 hradaaa@mbta.com.
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.
#J-18808-Ljbffr