Director of Administration & Business Processes for COO

Posting number: 26-20085

Department: MBTA - Chief Operating Officer

Division: 106-COO-Administration & Staff

Job classification: Director of Administration & Business Processes – Office of the Chief Operating Officer

Posting type: Open/External and Promotional/Internal

Categories: Planning and Development, Management, Purchasing, Project Management, Organizational Development

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.

Examples of duties

• 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