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.

• 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.

• 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.

• 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.