Director of Administration & Business Processes for COO

Massachusetts Bay Transportation Authority•Boston, MA

About The 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. 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 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.

Requirements

A Bachelor’s 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 of experience in managing and leading people and/or leading and managing large-scale enterprise-wide projects.
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 MBTA's service area.
Proficient in Microsoft Office suite.

Nice To Haves

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.

Responsibilities

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 COO’s 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.
Additional responsibilities may include a focus on one or more departments or locations.
See applicable addendum for department or location-specific functions.
Supervision: One (1) Project Coordinator and may include additional professional or clerical staff and/or management of work contractors.