Under general direction, provides administrative support for the Deputy Executive Director of Facilities and Systems Maintenance, along with managers and directors within the branch. Performs advanced professional and technical level tasks in support of facilities staff and coordinates resources, project details, planning activities, communication and work activities, and facilitates exchange of information between Agency staff, consultants, transit partners, local jurisdictions, and the public. Interprets data and processes and handles sensitive materials and information. The Senior Project Coordinator is responsible for assisting the Deputy Executive Director of Facilities and Systems Maintenance with strategic initiatives, events, and special projects that involve multiple divisions of the branch and/or Operations department and seeing efforts through to successful completion and execution. Evaluates solutions and develops recommendations for project assignments in assistance to the Deputy Executive Director.
ESSENTIAL FUNCTIONS: The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
• Serves as a strategic coordinator to the Deputy Executive Director of Facilities and Systems Maintenance by providing support and recommendations on a wide variety of programs, projects, priorities, issues, and initiatives requiring the Deputy Executive Director’s attention or decision-making. Can be called on at any moment to step-in and provide coordination and support on any issue. • Serves as first point of contact between the department/branch and internal and external partners; receives and responds to inquiries and complaints from a variety of sources on behalf of the Deputy Executive Director. • Leads the development and management of strategic projects as assigned; ensures the project scope, schedule, and budget is effectively managed; provides coordination support for small projects as needed. Coordinate and lead technical meetings as assigned. • Coordinates project elements with a variety of interested parties including Agency staff from various lines of businesses and departments, elected officials, consultants, local/state/federal agencies, and the general public; coordinates and attends project related technical, public, and community meetings; develops meeting materials including agendas, handouts, and meeting summaries as required. • Drafts and coordinates review and approval of project related materials and presentations such as staff reports to the Agency Board or Committees. • Performs and/or coordinates administrative/technical duties for a deputy executive director or other similar level position within the department; researches and composes documents and/or correspondence for review/signature; prepares correspondence, manuals, and reports as directed; reviews and checks documents and records for accuracy, completeness, and conformance with department and Agency standards and all applicable rules and regulations. • Performs administrative support duties such as proactively managing and maintaining meeting calendars; strategically managing the Deputy Executive Director’s calendar, organizing regular branch meetings, assisting branch staff with business travel, and sorting and distributing department and branch staff mail as appropriate. • Provides support during Operations procurements; coordinates with management and Agency purchasing groups regarding bid process and contract negotiations/requirements for vendor selection; creates procedural checklists; and manages the opening and closing out of contracts. • Coordinates assigned contracts; drafts and coordinates review of contractor scopes of work; reviews and processes consultant contracts and non-contract invoices for final payment; reviews and/or comments on consultant submitted progress reports and schedules. • Performs technical analysis of various types of information and data in support of Department goals and prepares associated technical and policy updates and reports. Researches and manages other tasks as assigned by branch managers and directors. • Maintains awareness of new trends and developments in transit facilities and systems maintenance; incorporates new developments as appropriate; ensures processes, policies, and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations. • It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees. • It is the responsibility of all employees to integrate sustainability into everyday business practices. • Other duties as assigned.
Education and Experience: Bachelor Degree in Business Administration, transportation planning, operations, or closely related field and four years of experience providing management support in operations, maintenance, or engineering, including program support, preferably in a public or private sector transit related organization; OR an equivalent combination of education and experience.
Required Licenses or Certifications: Valid state driver’s license.
Required Skills and Knowledge: • General knowledge of public transit operations, maintenance, and infrastructure. • Ability to read contract documents. • General principles, practices, and procedures of business and public administration. • Project management principles, techniques, and practices. • General knowledge of public contract administration principles and practices. • Methods and techniques of data collection, research, and report preparation. • Principles of customer service and maintaining good customer relations. • Ability to work independently with minimal supervision. • Maintaining confidentiality and communicating with tact and diplomacy. • Principles of business letter and strategic writing and basic report preparation. • Principles and applications of critical thinking and analysis. • Principles and practices of record keeping, records management general organization. • Ability to understand and apply pertinent federal, state, and local laws, codes, and regulations. • Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities. • Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies. • Collecting, evaluating, and interpreting information and data from multiple sources. • Conducting research and analysis and providing appropriate recommendations based on findings. • Preparing clear and concise analytical, administrative, and financial reports. • Monitoring program/project operating budgets, costs, and schedules. • Operate office equipment including computers and know computer applications such as SharePoint, MS Word, Excel, and PowerPoint.
Physical Demands / Work Environment: • Work is performed in a standard office environment. • Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds; may occasionally be exposed to dangerous machinery, extreme weather conditions, and extreme noise when working in and around vehicles/equipment and when working in the field. • The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.
About Sound Transit
Sound Transit plans, builds and operates regional transit service throughout the urban region of Seattle. Sound Transit is currently experiencing major growth and is in the process of planning and building the most ambitious transit expansion in the country. Named by Kiplinger’s as one of the “10 Best Cities to live in the Next Decade”, Seattle is a vibrant city surrounded by unmatched natural beauty, economic opportunity, cultural events and educational excellence. It is home to a diverse and growing population with hundreds of thousands of commuters riding Sound Transit services daily.We contribute toward this growth by providing the community with quality service that will generate a better quality of life for commuters and Seattle as a whole. This is an exceptional opportunity with a progressive organization that offers growth potential both professionally and personally. We offer an attractive compensation package to include competitive benefits and a chance to have a positive impact on the environment as well as becoming a key contributor toward Seattle’s quality of life. Join Sound Transit and be a part of its culture which is built around inclusion and respect where everyone is treated fairly and every voice is heard.