Program Management Coordinator Jobs in Massachusetts

Position Summary

MassDOT is seeking an Asset Management Coordinator to oversee the procedures related to vehicles (assets) that MassDOT awards to regional transit authorities (RTAs), municipalities/councils on aging, and non-profits throughout the Commonwealth to expand mobility for older adults, people with disabilities, and other riders. 

MassDOT Rail and Transit Division (RTD) manages federal and state funding programs that support public transit and community transportation programs across the Commonwealth. MassDOT RTD-managed funding programs, such as FTA Section 5310 - Enhanced Mobility of Seniors and Individuals with Disabilities Program and the Massachusetts Mobility Assistance Program, support the purchase of wheelchair-accessible transit rolling stock (vehicles) operated by transit authorities, non-profits and municipalities. In accordance with federal and state guidelines, and industry best practices, MassDOT RTD has adopted a data-driven approach to asset management and capital investment decision-making. The Asset Management Coordinator (the Coordinator) will implement the RTD asset management program, support internal and external stakeholders, perform the annual update of the Transit Asset Management (TAM) Plan, its metrics and targets, according to relevant federal regulations.  

The Coordinator will lead efforts to compile and update the transit asset inventory list, utilizing it as a planning, estimating, and reporting tool. The Coordinator will ensure operators and subrecipients of RTD-managed grant funding meet all asset-related requirements, including maintenance responsibilities, monthly, and annual reports. As necessary, the Coordinator will perform analysis that supports RTD's efforts to comply with federal Transit Asset Management requirements. In addition, the Coordinator may be responsible for overseeing the drafting of vehicle technical specifications. 

Ideal candidates will work well independently and collaboratively with both internal and external stakeholders and will also be comfortable preparing reports and analysis of operator and subrecipient asset performance and will show an: 

Demonstrated ability to research information and prepare complex reports or correspondence. 

Demonstrated ability to adapt to changes in work assignments and priorities, including travel to and involvement with in-person site/subrecipient visits. 

Demonstrated strong multi-tasking abilities. 

Ability to exercise judgment and discretion in establishing, applying, and interpreting a variety of administrative and managerial policies and procedures. 

Ability to evaluate problems and develop recommendations; and demonstrated ability to establish and maintain effective working relationships with colleagues from a variety of state, federal, and municipal government entities. 

Duties and Responsibilities  

• Oversee the implementation of an asset management program for internal and external stakeholders, including strategic planning, capital programming, asset condition assessments, and financial need forecasting/prioritization. 

• Evaluate capital needs associated with the annual MassDOT Community Transit Grant Program (CTGP) application process, including the review and scoring of grant applications. 

• Prepare reports and analyses of operational performance of capital projects and evaluate their effectiveness in meeting established MassDOT goals and objectives. 

• Oversee the documentation, tracking, and management of all MassDOT RTD assets for which MassDOT is the owner or first lienholder, including conducting condition assessments based on Federal Transit Administration (FTA) State of Good Repair (SGR) guidance. 

• Receives notifications of and processes accident reports, insurance claims, police reports, and photos related to any (state or federal) vehicle accident.   

• Determines the remaining useful life (UL) value and advises the subrecipient on how to process the insurance proceeds.    Logs all vehicle accident information and documentation in the asset tracking database and in Microsoft SharePoint. 

• Works with vehicle vendors and oversees the delivery of all vehicles.  Works closely with the Finance Manager and Business Management Specialist and informs both of the deliveries so that the contracts are completed.  Updates the asset management databases with all vehicle information such as Type, Federal, and State dollar split, delivery date, vehicle identification number (VIN), etc.     

• Ensures the third-party vendor is reporting the vehicle delivery statistics for the week.  Monitors issues until resolved.  

• Reviews monthly vehicle reports to ensure vehicles are being utilized and maintained.  Oversee the annual reports and ensure all data is collected. 

• Collaborate with Regional Transit Authorities, private non-profits, municipalities, and private for profits to update and maintain accurate asset records. 

• Ensure that pre-inspection and Buy America compliance of the vehicles are completed prior to delivery to the subrecipient and that a notification is sent by the vehicle deliverer informing the subrecipient of vehicle delivery dates and time.  

• Ensures that a post-delivery inspection of each vehicle is completed by the Coordinator (for municipalities, nonprofits, and for-profit organizations) or by the subrecipient (for regional transit authorities) and that the post-delivery new vehicle inspection checklist is uploaded to Microsoft SharePoint.   

• Establish MassDOT and subrecipient state of good repair performance targets based on state and FTA regulations. 

• Work with program staff, consultants, and internal stakeholders to verify and improve the data quality of the RTD asset inventory, and to implement the Tier 2 Group Transit Asset Management Plan. 

• Maintain records of vehicle titles and title releases to subrecipients when vehicles have reached their useful life. 

• As necessary, collaborate and assist the Manager of Compliance and Oversight conducting compliance oversight reviews of MassDOT sub-recipients, as well as update policies and procedures for managing asset titles and liens to meet Federal and State asset management and program management requirements as determined by applicable program regulations. 

• Coordinate with RTD procurement staff to dispose of vehicles according to FTA and state guidelines, including federal reimbursement processes if required. 

• Develop and regularly update the MassDOT RTD subrecipient asset management guide and provide technical assistance to subrecipients. 

• Work with internal and external stakeholders to develop and update technical specifications for the procurement of vehicles. 

• Collaborate with the Manager of Grant Programs and Mobility Management on creative strategies or support to facilitate vehicle sharing, utilization, and coordination among and between subrecipients. 

• Assist the Manager of Grant Programs and Mobility Management and the Manager of Compliance and Oversight to track subleases and sharing/borrowing agreements of vehicles. 

• Onboard and train new and existing subrecipients on the asset management system. 

• Advise new and existing subrecipients on RTD and FTA policies as they pertain to funded/awarded vehicles. 

• Collaborate with the third-party asset management system vendor by advising of and working towards functional system issues as they arise. 

• Edit the annual TAM Plan opt-in/opt-out form and disseminate it via email to all subrecipients who own vehicles that were procured with federal funds. Ensure that subrecipients return the form (and accompanying opt-out letter, if applicable) by the end of January of every year, and then save the form (and the letter, if applicable) to the appropriate folder(s) in Microsoft SharePoint.

About MassDOT

The 4,000 employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth's residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT's culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT's divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

Minimum Entrance Requirements

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.

• For general questions regarding MassDOT, call the Human Resources Service Center at 8573684722.

• For a disabilityrelated reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 8572741935. 

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

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An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.