Special Projects Coordinator

Washington D.C
Feb 26, 2021
Mar 12, 2021
Full Time
The Special Projects Coordinator supervises all special projects for the Office of Procurement and Materials and is a direct report the VP and Chief Procurement Officer (CPRO). The incumbent provides administrative support to the CPRO as well as the entire department; prepares the department's budget, serves as COTR for the department's staff augmentation contract, leads recruitment efforts, organizes department outreach events, and is the department's designated asset manager. Exceptional organizational skills and be advanced in the use of Microsoft Office is preferred. Additionally, the incumbent is responsible for adhering to procedures related to Board of Directors document guidelines, performance reporting, coordinating trainings and managing staff certifications.

Minimum Qualifications:

Graduation from an accredited college or university with a Bachelor's degree in Business Administration with extensive advanced education and/or training. Minimum of eight (8) years of progressively responsible administrative and management experience in mass transportation or related field.

Or, an equivalent combination of post high school education in Business Administration with extensive advanced education and/or training. Minimum of ten (10) years of progressively responsible administrative and management experience in mass transportation or related field.

Medical Group:

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Job Summary/Duties:

This is a highly responsible, managerial, administrative and technical position at the senior management level. Incumbent supervises all special projects for the Office of Procurement and Materials. Incumbent is responsible for managing the planning, development, establishment, coordination and monitoring of all special projects. Incumbent is also responsible for implementation of change management, career development, organizational effectiveness and training for PRMT. Incumbent works independently and has extensive latitude for actions within established guidelines. This position reports to the Managing Director, Procurement who reviews the performance of work through periodic reports and conferences. Performance will be measured based on the effective operation of this functional area.

Develops an upward mobility plan for the employees in the Office of Procurement and Materials including updating job descriptions, and establishing PRMT training programs and recommendations for outside training, career progression and succession planning.

Evaluates knowledge and skill levels of existing staff, determines future personnel needs and develops a comprehensive, long-range plan to close identified knowledge and skill gaps through innovative recruitment practices, upward mobility and training.

Manages and serves as the Professional Certification Coordinator reviewing and recommending programs that will reflect the skills and knowledge needed by a professional Procurement Office.

Advises staff on applicant selection, disciplinary actions, resolution of grievances, assigning duties, directing work, approving leave requests and time sheets and ensuring appropriate training is provided for all subordinates.

Identifies, develops and implements improvements in efficiency through automation by expanding and/or supplementing existing systems such as PeopleSoft, MEADs, Maximo, Documentum and their integration/interfaces and by evaluating new systems for enhanced organizational performance and effectiveness.

Evaluates contract management systems and coordinates the effort to implement such a system in the Office of Procurement and Materials.

Performs studies of existing processes and makes recommendations for business process improvements. Works closely with management and analysts from other offices on joint projects. Serves on a matrix basis on teams to assess functional areas and make recommendations for improvements.

In collaboration with appropriate PRMT entity, manages and coordinates audit issues for PRMT and prepare responses to the Office of the Auditor General.

Develops, implements and monitors strategies to effect positive organizational change.

Represents PRMT in Emergency Preparedness planning activities such as COOP Planning and other types of Authority programs that affect safety and security in Metro. Serves as PRMT representative on Authority safety initiatives.

Coordinates implementation of recommendations from on-site assist visits, peer reviews, inspections and audits.

Manages the content of the PRMT web site.

Directs and manages Procurement Planning and the Client Account Executive Program for customer outreach.

Directs the performance measurement program for PRMT.

Establishes work plans for subordinates against which they will be measured and conducts performance evaluations of subordinates based upon the work plans.

Responsible and accountable for developing and submitting a realistic and reasonable project budget and for issuing appropriate progress reports as required to record the project's advancements or delays. The report shall include a register of completed tasks, all payments issued and any problems causing delays, redirection of focus or that impacts project delivery timeline or strategy. A progress report will be provided to OMBS as well as the program's front office (ELT member) as required.

Responsible for cost allocation to appropriate projects and for the timely and accurate review and approval of applicable invoices.

The above duties and responsibilities are not intended to limit specific duties and responsibilities of any particular position. It is not intended to limit in any way the right of supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report


WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

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