Program Manager-Operations Program Support

Important information pertaining to our COVID-19 protocols, including our hybrid and remote workforce options, can be found here.

Salary range is $60k to $130k, with a midpoint of $95k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

GENERAL PURPOSE:

Under general supervision of the Manager - Operations Program Support, provides technical expertise and assistance in administering Operations programs, projects, contracts and agreements. Serves as a liaison between project and operations staff, procurement, finance, and accounting staff to ensure the timely processing of requisitions, purchase orders, change orders, check requests, progress payments and receiving or issuing agreement or contract related invoices. Develops processes, procedures, and tools to monitor and improve programs throughout and execution. Creates tools and materials to educate and train staff in Operations on project and contract procurement policies, procedures, and processes. Guide stakeholders through the Operations Change Control Board and perform quality control on proposed project materials. Partner with operations, financial staff and procurement to ensure adequate budget and purchase order funding available to support Operations Program, contract and agreement execution.

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.

• Create, enhance or update tasks, processes, flow charts, and procedures to assist new or existing staff efficiently navigate program and procurement requirements.
• Create tools and reports to track, monitor, and measure the throughput of projects and programs from initiation to final execution.
• Partner with project managers and management to evaluate and analyze contractor performance.
• Assist and/or partner in the development of performance criteria and reporting tools to track and measure performance.
• Ensure processes, policies, and practices are interpreted and applied consistently and effectively; identify and recommend improvements to administrative policies, procedures or processes to accelerate project and program delivery.
• Serve as liaison among agency divisions and departments to ensure documents are processed correctly and efficiently.
• Review procurement, invoicing, and compliance documents for completeness and follow up with project owners, vendors and partners if additional information is needed.
• Support Facilities Operations with agreement financial administration, including receiving and reviewing invoices and generating invoices to be issued to partners. Generates expense reports from BOE to support agreement invoicing and assists Facilities Operations with change orders, PO management, and annual budget development.
• Assist Director and Manager of Business services with annual change orders once budget adopted. Annual change orders required for certain contracts and agreements based on each year’s approved operating budget.
• Maintain complete and accurate project files in accordance with local, state, and federal policies.
• Participate in cross training with other Program Support staff.
• Responsible for the development, organization, and maintenance of key program and project data and documents.
• Administer and guide stakeholders through the Operations Change Control Board and perform quality control on proposed project materials.
• Support contract management, agreement and purchase order funding administration.
• Facilitate communication, organizes meetings, leads debrief meetings, and obtains updates on project statuses among team members, groups, and departments.
• Support the development, management, delivery, and assessment of services delivered by Operations Business Services. Confers with department heads, division managers, and professional staff members concerning administrative needs of Operations Department.
• Plan, coordinate, and administer a project, program or process that improves department or Agency practices.
• Serve on internal committees and projects as requested.
• Advise on document completion best practices and assist new staff as necessary.
• Work independently with minimal direction.
• Train, motivate, and lead staff in department-wide best practices.
• Facilitate Onboarding new clients or staff.
• Participate in agency-wide task forces, process improvements, and cross functional teams.
• Continuously build and advocate for individual and group training and advancement programs by identifying current and future skill needs.
• Lead team initiatives and internal committee meetings.
• Act as Change Champion for new initiatives being rolled out to the Agency, Department or Divisions.
• Provide technical expertise, training, research, planning, policy, and program assessment.
• Support Operations on issues or requests related to projects and programs and provide troubleshooting support to internal stakeholders.
• Inform agency decision-making by providing technical expertise and consultation on issues related to Operations NXP Projects & Programs.
• Support agency program performance tracking and reporting needs for internal and external stakeholders.
• Leverage technology and work closely with project managers to develop, enhance or maintain mechanisms for effective and efficient project controls, data collection, analysis and reporting.
• Assist the Supervisor and Manager of Operations Program Support in efforts to develop business cases for additional tools or resources for improving or enhancing project, program, purchase order and invoice controls.
• Champion and model Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contribute to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• 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.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor's Degree (Master's Degree preferred) in Business Administration, project controls, operations, Business, Public or Non-Profit Administration or closely related field and four years of experience providing management support in operations, maintenance or construction, 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:

None.

Required Knowledge and Skills:

• Public Sector Procurement Methods and Contract Administration.
• Research Methods and Analysis of Qualitative Data.
• Project Management or Program Management principles and practices.
• Methods and techniques of data collection.
• Project control principles, practices, and procedures.
• Principles and applications of critical thinking and analysis.
• Principles and practices of record keeping and records management.
• Principles and practices of governmental budget preparation and administration.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
• Principles of business letter writing and basic report preparation.
• Desired: knowledge of construction project administration, procedures and terminology.
• Ability to identify key performance indicators in a variety of program and project environments.
• Ability to develop effective operating processes, procedures and work instructions.
• Experienced in group and team facilitation.
• Establishing and maintaining effective working relationships with other department staff, management, and vendors.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and vendors.
• Interpreting and applying applicable federal, state, and local policies, laws, and regulations.
• Providing technical expertise and assistance in administering the project control functions for contracts and projects.
• Collecting, evaluating, and interpreting information and data from multiple sources.
• Conducting research and analysis and providing appropriate recommendations based on findings.
• Analyzing and reviewing financing plans and related budgetary information to determine impact on projects.
• Responding to inquiries in effective oral and written communication.
• Maintaining good customer relations with positive customer service orientation.
• Applying project management techniques and principles.
• Experience in applied research methodology.
• Experience in establishing new programs and evaluating existing programs.

Physical Demands / Work Environment:

• Work is performed in an indoor office environment.
• Standing, walking, bending, reaching, stooping, and lifting objects of 25 pounds.
• May occasionally be exposed to dangerous machinery, extreme weather conditions, potential physical harms, and extreme noise when conducting site visits and 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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)