DESCRIPTION

Job Title: Assistant Director- Program Support
Department: Operations Training
MTA Agency: Metro-North Railroad
Primary Location(s): New York, NY
Salary Range: $107,570- $146,451
Regulated/Safety Sensitive: Not Safety Sensitive/Non-DOT Regulated
Union Affiliation: Non-Agreement
Closing Date (if applicable): Until Filled
Shift (if applicable): Not Applicable
Title 55-a (yes or no): Not Applicable
Other: Telework eligible

JOB SUMMARY

Under the direction of the Director Operations Training Compliance & Oversight the Assistant Director, Program Support – Operations Training is responsible for daily management and delivery of support functions for all units in the MNR Operations Training Department. This position is responsible for leading a team that provides critical support functions for all units and staff in MNR Operations Training. This position serves as the primary relationship manager among all units in the department regarding resource management and administrative support. Responsibilities include but are not limited to: Setting direction for and leading staff managing all support functions including, invoices, procurements, supply and material purchasing, payroll and timekeeping, human resources transactions, training room scheduling, facility maintenance, travel/expense management, meeting coordination, and other functions, primarily for the MNR Operations Training Department. Serves as the primary relationship manager with all other MNR departments, other MTA agencies, and external agencies, as appropriate on all issues concerning training program recordkeeping and reporting. Assisting senior management on programs including license monitoring, discipline tracking, and FMLA. Training and supervising clerical staff. Responsible for training record preparation, reporting, and submittal, including coordinating with other MNR and MTA departments as required. Establishes and implements polices and processes to support training recordkeeping, auditing, reporting to the FRA and other stakeholders. Responsible for planning, enrollments, communications, compliance monitoring, and reporting for MTA-wide training programs with MTA HQ, the BSC, and MNR departments. Works with other senior managers to balance conflicting priorities across programs and units to achieve organizational objectives. Collaborates with other senior leadership in the department to plan and implement joint initiatives, recommend and implement improvements to policies and practices, and address logistical and resource issues. Participates in assessment of departmental and organizational needs, and establishment of plans to address those needs. Leads, motivates, and develops staff and ensures direct reports do the same for their own staff. Supporting and backfilling responsibilities of the Director Operations Training Compliance and Oversight as needed.

KNOWLEDGE, SKILLS AND ABILITIES

Must be proactive and have demonstrated the following knowledge, skills, and abilities:

• Demonstrated success working across businesses by building a foundation of communication and partnership.
• Strong organizational and project management skills with the ability to work on multiple projects simultaneously and adhere to deadlines, even as priorities change.
• Strong staff and resource management skills with the ability to motivate staff and foster teamwork.
• Excellent planning, organizational, analytical, problem-solving, and communication (oral, written, presentation) skills.
• Strong interpersonal skills with the ability to foster teamwork and effective working relationships, including the ability to interact effectively with all levels of management within Metro-North, as well as MTA Headquarters and the BSC.
• Thorough knowledge of relevant support functions and procedures.
• Ability to create and deliver effective and efficient oversight and administrative processes and services tailored to unique business needs.
• Strong ability to apply information technology appropriately to deliver quality reports and services.
• Proficiency with databases, with the capability of running reports and queries and handling database management. Proficient in uses of Microsoft Office Suite, data management applications, MNR Workforce Certification System, and PeopleSoft ELM, and/or comparable applications.
• Ability to maintain a high degree of confidentiality and discretion.
• Knowledgeable of collective bargaining agreements and their implementation.
• Ability to plan and organize support for a diverse and geographically dispersed division.
• Working knowledge of applicable Federal regulations.
• Strong leadership skills with the ability to motivate and foster teamwork.
• Ability to assist senior leadership in solving organizational, personnel, and change-related issues.
• Ability to assist in identifying and forecasting departmental needs and contribute to strategic decision-making.
• Ability to coach and ensure development of staff.
• Ability to work various shifts and locations as required.

In-Depth Knowledge of:

• Company policies and procedures.
• Operations functions and structure
• Administrative support functions and procedures
• In-depth knowledge and skill with:
• Recordkeeping and reporting systems, processes, and regulations for operations training or a similar function.
• Data management applications
• Microsoft Office Suite and/or other relevant applications

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s degree in business administration, information systems or related field. Demonstrated administrative experience, education and/or technical credentials to include an additional two years of related experience may be considered in lieu of degree.
• Minimum of seven (7) years of progressively responsible administrative experience in a Transportation environment, with emphasis on records and/or data management, managing/supervising support staff, personnel, and budgeting.
• Minimum of five (5) years of experience overseeing a function and/or staff.
• Select, develop, and motivate staff and provide career development for team members. Provide effective coaching and counseling. Manager team and individual performance. Create a professional environment that respects individual differences and enables staff to develop and contribute to their full potential.

The following is/are preferred:

• Master’s degree in business administration or another relevant field.
• In-depth knowledge and skill with PeopleSoft ELM and MNR Workforce Certification System

• Leads and directs the training program reporting and oversight effort for the MNR Training Department, including training record keeping and reporting to stakeholders. Oversees Training staff managing data entry and auditing, including coordination with other departments. Develops and implements appropriate policies and procedures to ensure timeliness and accuracy. Directs ongoing audits of training records for compliance with regulations and guidelines.
• Responsible for training record preparation, reporting, and submittal, including coordinating with other MNR and MTA departments.
• Responsible for planning, enrollments, communications, compliance monitoring, and reporting for MTA-wide training programs with MTA HQ, the BSC, and MNR departments.
• Serves as the primary relationship manager with all other MNR departments, other MTA agencies, and external agencies, as appropriate on all issues concerning training program recordkeeping and reporting.
• Responsible for the management and delivery of support functions (including, but not limited to, procurements, supply and material purchasing, payroll and timekeeping, human resources transactions, training room scheduling, facility maintenance, travel/expense management, and meeting coordination) for the MNR Operations Training division. Assist senior management on programs including license monitoring, discipline tracking, and FMLA.
• Responsible for training recordkeeping and reporting. Ensure course attendance records are entered into system in a timely manner and that all paper and electronic records are properly maintained. Train and supervise clerical staff handling training data entry. Prepare regular and periodic reports as needed to senior management, instructors, and client departments. Prepare and submit timely reports to internal stakeholders, regulatory agencies, and others as required. Evaluate, recommend, and implement appropriate policies and procedures for the recordkeeping process, including auditing procedures. Identify issues and resolve or escalate as appropriate. Train, supervise, coordinate, and motivate clerical staff. Lead, manages, coaches, and develops staff. Ensures direct reports do the same for their own direct reports
• Conduct/research other special projects as required. Backfill functions of Director as needed.