Senior Manager of Administration Job ID: 10487 Business Unit: Long Island Rail Road Location: Jamaica, NY, United States Regular/Temporary: Regular Department: President Date Posted: Feb 6, 2025 Description Title: Senior Manager of Administration Department: President’s Office Post Date: 02/06/2025 Close Date: 02/20/2025 Hay Point Evaluation: 805 Salary Range: $113,944 - $148,265 Position Classification: Non -Safety Sensitive Location: Queens Reports To: Executive Vice President - Administration This is a Non-Represented Position. This position is eligible for telework which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire. Please note that this position has been designated as a "Policy Maker," pursuant to the New York State Public Officers Law & the MTA Code of Ethics. As such, you will be required to complete a Financial Disclosure Statement that will be provided to you by the New York State Joint Commission on Public Ethics. SUMMARY : This position is responsible for the development and management of new and existing inter/intra departmental processes and to execute overall efficiency in managing, directing, assisting and coordinating all daily activities under the office of the Executive Vice President - Administration. This includes, but not limited to employee engagement activities, event planning, the oversight and implementation of the most broad and far­ reaching policies and practices, coordinating the efforts of senior level executives and their respective staff as well as external stakeholders to review, assess, and make recommendations for administrative and operational protocols, policies, procedures, as well as drive sustainable improvements through leadership, change management and innovative business processes. RESPONSIBILITIES: Responsibilities may include but are not limited to: + Manage the oversight for all administration and operating administrative activities of the agency including development and management of the implementation of all Corporate and Department policies and procedures to support departmental requirements and changing needs. Review, streamline, and implement new initiatives and make recommendations to increase business efficiencies. + Plan, organize, execute EE engagement activities for President and Executive Vice President- Administration, i.e., Town Hall meetings, Quarterly Luncheons with new hires, Awards for perfect attendance, Service Awards, Charity participation with local charities, etc. + Collaborate/manage with the Executive Vice President- Administration and Administrative Leads to ensure company policies and legal guidelines are clearly communicated. Ensure solutions are in place to prevent future issues, which includes making applicable changes to increase efficiency in the workplace. Research and deliver accurate information pertaining to department policies, revenue management, financial controls and processes, audits and compliance, standard operating procedures, to apply best practices and develop LIRR business policies and practices and increase efficiencies specifically: + Work with the Engineering Material Group to develop and implement policies and procedures, provide executive oversight of state of good repair planning, prioritization, forecasting, and recommend improvements to staffing, workflow processes, budget, and performance metrics that impact critical business issues. + Provide direction and recommendations for the Transportation department budget, forecast, monthly analysis, and financial reports to ensure sufficient staffing levels, the management of overtime on capital and state of good repair projects, as well as emergency management situations which may impact the delivery of services. + Provide oversight and support of Stations administration and operational resources, safety programs, customer assistance program, and corporate initiatives. + Facilitate with Maintenance of Equipment Department administration all change management initiatives, policies, procedures, and process improvement of budget and internal controls of LIRR enterprise asset management, technology, safety initiatives, resource management, reliability centered maintenance and production programs. + Develop working relationships amongst the four operational departments, Engineering, Transportation, Stations and Maintenance of Equipment to provide guidance and oversight of timekeeping, overtime management, availability, absence control, time and attendance, headcount needs, and payroll and associated benefits to maintain consistency of all operating departments internal policies and procedures. Participate on the LIRR Overtime and Availability Task Force to ensure departments implement and share best practices and processes that meet corporate objectives to reduce OT, impose violations and internal controls, and increase employee availability. Monitor and track results for improvements and recommend protocols to correct and eliminate overtime and availability deficiencies. + Manage and coordinate the Federal Rail Road Administration Audits, MTA and NY State Comptroller Audits, NYS and MTA Ethics Compliance, NYS Department of Labor and Inspector General (IG) and all other audits and investigations as assigned by the President. Prepare and monitor coordinated responses for timely submission. Provide oversight to ensure departments develop compliance measures and conduct self-initiated internal audits on departmental business practices and monitor and track progress. + Collaborate with the LIRR Business Partners with the consolidated MTA departments (Legal, Ethics, People, Procurement, Communications, External Affairs, Finance, Compliance and Accessibility) to find business solutions and implement strategies to provide resources and support to the all the departments. Partner with MTA Headquarters (HQ) to implement, track progress and compliance of initiatives lead by HQ. + Manage/oversee LIRR policies and procedures, practices and LIRR labor agreements, as well as, the dissemination of MTA All-Agency policies and procedures to ensure departments achieve optimal utilization of human resources and ensure appropriate programs are in place to develop a well-qualified workforce, manage succession planning and vacancies. + Select, develop and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary. Review direct reports and approve performance appraisals. Promote safe work practices and provide safe working conditions. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential. + Ensure a safe working environment and adherence to guidelines of company safety policies and procedures. Lead by example. Perform other assignments as requested by Executive and Senior level Management. QUALIFICATIONS: + A Bachelor's degree in Business Administration or related field (or equivalent experience). Demonstrated equivalent related experience, education, and/or technical credentials may be considered in lieu of degree, subject to approval. + Must have a minimum of (10) years of progressive administrative office experience, including executive and senior level support and oversight of a fast-paced department including overall functional responsibility. + Must possess the ability to work and manage effectively as part of a management team in a multi-priority environment. + Must possess knowledge of IG audit procedures, policies, processes and practices. + Must possess strong leadership, managerial, technical, oral and written communication skills. + Must possess (with ability to demonstrate) effective communications, judgement, problem-solving and decision-making skills on all levels of management including executive level. + Must possess knowledge of various policies and procedures, collective bargaining agreements, grievance procedures, and payroll systems. + Must possess prior experience with participating and responding to internal/external audits, internal controls, investigations, and requests for information is required. + Must possess prior experience in policy or procedure oversight. + Must possess prior experience in identifying issues and developing, implementing, and monitoring efficient business solutions and recommendations. + Must possess effective professional communication/interpersonal/human relations skills with the ability to effectively, consistently, and concisely, manage, interpret and disseminate information, including the initiating of necessary actions with regards to the application of labor agreements and company policies and procedures. + Must possess effective analytical and problem-solving skills, with the ability to identify problems and exercise sound judgement while recommending/implementing solutions. + Must possess a strong work ethic, with the ability to exercise a high degree of professionalism and integrity with proven abilities to implement and manage change. + Must possess broad knowledge and understanding of MTA All-Agency and LIRR policies and procedures as well as federal and state related laws, regulations, and administrative/operational policies + Must possess knowledge of Peoplesoft for Human Resources/Payroll, IG audits, and possess proficient computer skills (with both mainframe and PC practical experience, (i.e., Excel, Word, Visio, Peoplesoft, TEAMS, Kronos, etc,). OTHER INFORMATION: In addition to meeting the minimum requirements of the position, the selection process may include, but is not limited to, a pre-screening. assessment (i.e., physical, written and/ or practical evaluation) and interview. Candidates forfeit further consideration in the process if they fail to participate in any step of the process when scheduled. Make up dates/times will not be given. In addition, LIRR employee applicants must be in their current position for the 12 months immediately preceding the close date of this posting and must possess a satisfactory work. history, including attendance and discipline record. A record of more than ten sick days without medical documentation in two of the last three years is considered unsatisfactory attendance. Not all qualified applicants are guaranteed an interview due to the competitive selection. process. A medical examination and safety sensitive drug/alcohol test may also be required. EQUAL EMPLOYMENT OPPORTUNITY: MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities. The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.