Assistant Chief of Executive Office Operations Job ID: 7743Business Unit: Metro-North RailroadLocation: New York, NY, United StatesRegular/Temporary: RegularDepartment: Date Posted: Jun 11, 2024Description POSTING NO. 7743 JOB TITLE: Assistant Chief of Executive Office Operations DEPT/DIV: Executive Office WORK LOCATION: 420 Lexington Avenue (Graybar) FULL/PART-TIME FULL SALARY RANGE: $83,985 - $110,230.05 DEADLINE: Until Filled This position is eligible for teleworking which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire. Metro-North Railroad reserves the right to remove this posting before the Application Deadline. Opening: MTA Metro-North Railroad is a dynamic organization, operating out of the jewel of New York City, Grand Central Terminal. We provide service to over 86.5 million customers, traveling in and out of New York and Connecticut. A subsidiary of the Metropolitan Transportation Authority, Metro-North Railroad is one of the busiest commuter railroads in the nation. MTA Metro-North Railroad strives to provide its employees with a safe and reliable commute, excellent customer service, and rewarding opportunities . Position Objective: Maintain all day-to-day functions of VP OSOR Division (VP, Operations Resource Mgmt. Dept, Automotive Dept, Operations Support Services Dept, and Operations Training), Executive Office, including contingent employees within divisions, as well as the primary backup for Chief of Executive Office Operations position, working closely with President. Responsibilities: Manage overall daily, weekly, and monthly administrative functions within the VP OSOR Division & Executive Office operations to include, but not limited to:
Manage all Executive Correspondence complaints from OIG & GCO offices that flow into the Executive Office which includes the coordination and tracking of complaints. Work with MTA Customer Service and interface with MNR Department Heads to review and respond as appropriate.
Perform special projects as assigned by VP OSOR Division and Executive Office special assignments .
Work closely with the Chief of Executive Office Operations with office moves/re- stack; and conference rooms, and act as back-up when necessary .
Lead various committees as needed, including coordination and execution of the Teams Excellence & President’s Awards and Holiday Train events, which includes the coordination and distribution of all applicable gifts to MNR employees after events; and assist with other event planning as needed .
Collaborate with MNR’s executive leadership team on required weekly information for the President’s Office, as well as tracking time off requests, etc.
Ensure all timekeeping activities are completed timely for all employees within Divisions, which includes contingent employees, as well as handle historical adjustments as needed.
Maintain and monitor all administrative responsibilities associated with the Vice President’s office (i.e. calendar, mail/e-mail, correspondence), and Executive Office including interacting with IT, for coordination & installation of office equipment .
Provide administrative support to the Chief Administrative Officer, as needed .
Manage the President’s chronology files, signature files, yearly binders, and folders .
Manage the vacancies for OSOR Division; incumbent position information, and organizational chart .
Collaborate with the MTA People Department on all HR-related paperwork and documentation required for new hires, promotions, position changes, employee statuses , and performance evaluations for the Division (i.e. Position Update Requests (PUR), Hiring Authorization Form (HAF), Personnel Action Requests (PAR), Position Descriptions, PeopleSoft (P/S) , Retirements/Terminations/Separations and overall On-boarding of new employees .
Primary liaison with the MTA Departments on other related HR and Finance functions/departments including, Occupational Health Services, Budget , and Payroll departments .
Collaborate with OMB regarding all vacancies, budget vs actual, fund transfers, employee turnover, invoices, etc.
Owner of dual-division P-Card responsible for all purchases, reviews , & approvals, including tracking monthly purchases, following policy set forth by MTA; setting up tax-exempt certificates with vendors .
Manage the Marketplace & supplies orders, including business cards for Division employees .
Collaborate with BSC on a variety of payments, from vendor invoices, travel, memberships, etc.
Manage travel requests and reimbursements, including coordinating with MTA Travel Agency and MTA Compliance Group for the VP OSOR & President .
Coordinate the prioritization of workflow and the status of projects with the Directors within the Division .
Interact with TCU assignment clerk for retirement certificates & letters requiring the President’s signature; logging accordingly into spreadsheets/databases; and service pin distribution to employees .
Participate as a member of the New York Offices Safety Committee for 420 Lexington Avenue, 11 th Floor, Executive Office .
Provide updates on employee turnover to GCT Fire Brigade for fire safety & evacuation planning .
Handle pool car reservations as needed on the reservation app .
Required Knowledge/Skills/Abilities:
Must be able to maintain a high degree of confidentiality and discretion .
Excellent oral and written communication skills .
Excellent organizational and coordination skills with the ability to work on multiple projects simultaneously .
Strong interpersonal skills to communicate effectively with various levels in the company .
Strong leadership skills with the ability to foster teamwork and effective working relationships .
Demonstrated ability to initiate and manage budgetary processes .
Project management skills with the ability to take on projects from conception to completion with adherence to deadlines .
Knowledge of Microsoft Office and/or comparable applications .
Knowledge of integrated financial systems, preferably PeopleSoft .
Required Education and Experience:
Bachelor’s Degree in finance , accounting, or business administration and/or related field. Demonstrated equivalent experience, education and/or technical credentials may be considered in lieu of the degree.
Minimum seven (7) years experience in a progressively responsible administrative position, preferably in a senior management environment with emphasis on budget preparation and analysis .
Minimum three (3) years’ experience managing a staff that includes union personnel.
The Following is/are preferred:
Familiarity with administrative labor contract agreements and disciplinary actions
Other Information
According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the “Commission”).
Employees driving company vehicles must complete defensive driver training once every three years for current MNR drivers; or within 180 days of hire or transfer for an employee entering an authorized driving position.
Equal Employment Opportunity
MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including those concerning veteran status and individuals with disabilities.
The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.