Business Operations Project Manager

San Carlos, CA, United States

Salary : $110,088.94 - $165,133.80 Annually

Location : San Carlos, CA

Job Type: Full-Time

Job Number: 2024-00099

Division: Rail

Department: Rail Division

Opening Date: 06/26/2024

Closing Date: 7/29/2024 11:59 PM Pacific

General

The Business Operations Project Manager (Rail) will report to the Chief of Staff, Caltrain, and will manage projects and work with and across departments to align teams, set goals, execute initiatives, and improve processes - helping the organization run efficiently and effectively for the Peninsula Corridor Joint Powers Board (Caltrain).

Essential Functions & Duties

Examples of Essential Functions: Manage projects to improve organizational efficiency and effectiveness of specific departments and cross departmental activities (including design of plans and outlining the materials needed to bring proposed projects to completion).

Support goal setting, execute initiatives and improve processes.

Work with departments to align their activities with larger, organization-wide goals.

Collaborate closely with Rail Division and SamTrans staff to implement and track progress on business and process improvement initiatives.

Provide strategic advice and analysis to the Chief of Staff concerning ways to seize new opportunities and improve the effectiveness of the organization.

May Supervise staff. Hire, mentor and take appropriate corrective and/or disciplinary action. Ensure EEO policies and procedures are followed. Participate in selection of staff. Coordinate staff training and professional development. Establish performance objectives. Monitor and evaluate employee performance.

Essential Duties:

Implement and monitor a performance management system to align departmental activities with the Board of Director's short-term goals and Mission Excellence key performance indicators.

Project manages internal cross departmental projects including structuring the project process, convening stakeholders, tracking a schedule and deliverables, and keeping the Chief of Staff informed of progress.

Actively guide the monthly agenda development process for the Caltrain Board of Directors and its three subcommittees, including review of all Board materials for accuracy and thoroughness; issuing deadline reminders; providing guidance to staff; and facilitating agenda preparation meetings. Keep the Chief of Staff, Executive Director, and General Counsel informed of potential issues or concerns.

Develop talking points and PowerPoint presentations for public meetings.

Track Board member requests at Board of Director and Committee meetings and ensure that staff timely responds.

Develop the monthly Executive Director's report for each Board of Directors meeting by pulling the latest service performance, ridership, safety, and other data from various sources such as the National Transit Database and Tableau Business Intelligence system. Update and verify the accuracy of all charts, tables, and narrative descriptions.

Advise the District Secretary's Office on proper routing of Public Records Act (PRA) requests to ensure the correct subject matter expert receives the PRA request and provides the necessary information in a timely fashion.

Launch and oversee special projects, including oversight of consultant support, to advance critical agency priorities such as safety culture improvement, ridership growth initiatives, and long-term strategic financial planning. Duties associated with this work may include developing scopes for work directives and requests for proposals; presenting progress updates to the Caltrain Board; reviewing and approving invoices; assigning tasks; and managing timelines, deliverables, and budgets.

Coordinate Caltrain's quarterly All Hands staff meeting including developing the agenda, securing presenters, compiling a master slide deck, and working with the Information Technology and Facilities team on logistics for the room set-up and audio/visual needs.

Review, edit, and approve internal and external communications including but not limited to executive memos and newsletters.

Develop presentations, memos and spreadsheets. to communicate business improvement concepts, processes and tracking of progress to internal stakeholders and Board Members.

Manage shared data and documents using Microsoft Teams and SharePoint applications.

Analyze existing business processes including engaging stakeholders, identify recommended improvements and an implementation plan.

Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.

Perform other duties as assigned.

Minimum Qualifications

Minimum Qualifications: Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to: Bachelor's degree in business administration, public policy, planning or related discipline.

Four (4) years full-time experience in project management.

Preferred Qualifications: Experience working in a public agency setting to improve internal business processes and support executive teams.

Experience in organizational development and change management.

Effective communication skills both orally and in writing.

Supervisory or lead experience.

Strong prior experience with Microsoft Office suite, scheduling software (MS Project or Primavera).

Additional Information To apply, please visit the Complete an online employment application and supplemental questionnaire by 11:59 pm on Sunday June 23, 2024 . A resume will not be accepted in lieu of the application and supplemental questionnaire (If required). Incomplete application will not be considered.

The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for accommodation, please contact the Human Resources Department on (650) 508-6308.

Caltrain celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

Current Employment Benefits at Caltrain:

For additional information on Caltrain benefits, please visit, https://www.caltrain.com/jobs

Holidays: Seven (7) paid holidays, plus up to four (4) floating holidays per year

Paid Time Off: Up to 26 days per year

Cafeteria Plans: Medical, dental, vision care, group life insurance and more

Transportation: Free Bus Transportation for employees and qualified dependents

Work Location: Select positions are eligible to work remote up to 50% of the time

Pension: Social Security and California Public Employees Retirement Systems (CalPERS)

Classic Members - 2% @ 60 benefit formula, 3 year average of highest compensation

New Members - 2% @ 62 benefit formula, 3 year average of highest compensation

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.

How to Apply Complete an online employment application by 11:59 p.m. of the listed closing date. A resume will not be accepted in lieu of the application. Incomplete applications will not be considered.

The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.

We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

Below is a summary of the comprehensive benefits provided to District full-time employees:

Health and Welfare Benefits: Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.

Free Dental and Vision Benefits provided - Employer Covers Premiums

Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.

Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.

Retirement Medical Benefits: Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.

Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.

Holidays and Paid Time Off: Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.5 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.

Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day

Floating Holidays - District employees can earn up to five (5) floating holidays.

Financial Planning Benefits: Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.

CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%

Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options

Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000

Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.

Growth and Education Benefits: Professional Development - Access to LinkedIn Learning and San Mateo County's professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.

Computer Loan Program - Interest-free two-year loan with a maximum amount of $4,000.

Other Amazing Benefits: Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.

Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.

Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.

For union employees, all of the above benefits are subject to the employee's Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.