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, culture, and accessibility, 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 The Project Coordinator position will provide the Light Rail Transportation leadership team through the administration, coordination, and execution of cross-functional projects within the department and across the MBTA. This position will ensure projects are delivered on time, within scope, and in alignment with organizational standards. The role provides essential support in operations, planning, and logistics - including coordinating and attending key meetings, producing meeting minutes, maintaining accurate databases, and assisting with ongoing and special projects. The Project Coordinator contributes to both day-to-day operational efficiency and long-term goals by managing data, streamlining communication, and proactively improving processes and workflows. Duties & Responsibilities

• Coordinate and support Light Rail leadership meetings including, developing and maintaining meeting agenda, securing meeting space, managing meeting attendance, and recording/sharing meeting minutes.
• Coordinate and schedule internal and external meetings involving various stakeholders; manage correspondence and present information clearly.
• Develop, maintain, and distribute regularly scheduled reports.
• Develop and maintain files and document management for Light Rail Transportation leadership and district offices.
• Assist with data entry and reports as needed.
• Communicate with district staff, including district leadership and frontline employees.
• 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.
• Coordinate, maintain, and monitor Light Rail employee receipt of materials, resources, and various communications.
• Create reports and develop analysis.
• Prepare professional correspondence, charts, reports, presentations, and visual data outputs using Microsoft Word, Excel, PowerPoint, and MBTA systems.
• Streamline data entry procedures to enhance efficiency and accuracy.
• Collaborate with the Light Rail team to foster a culture of improvement and safety for frontline employees.
• Promote and support the use of technology and databases to enhance operational efficiency and project tracking.
• Ability to provide appropriate visual representation of metrics.
• Partner with other Operations departments to assist in the collection, compilation, and distribution of information and data.
• Work in various systems to retrieve and compile Operational data. These systems include, but are not limited to, HRCMS, PeopleSoft, HASTUS, Maximus, financial and materials management systems, data warehouses, and other databases and tracking systems in use by Operations and the MBTA.
• Respond to all inquiries into the Light Rail Office in a courteous and professional manner.
• Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Answer phones, take and distribute messages, and coordinate with other departments to ensure inquiries are responded to in a timely manner.
• Follow established departmental administrative procedures.
• Use a company issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports.
• Be available to check and respond to emails outside of scheduled working hours.
• Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues
• Perform all other duties and projects that may be assigned

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions. Supervision

• None

Preferred Experience & Skills

• Knowledge or experience in transit or transportation, including railroad or airline operations.

Benefits

Employment Benefits at the MBTA

Full-Time Employees:

The MBTA offers comprehensive benefits packages. 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...

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 and is 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

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.