Job Description 

Position Summary

Incumbents of positions in this series monitor assigned unit activities; confer with agency staff; maintain liaison with others; review and analyze data concerning assigned unit activities; prepare reports; respond to inquiries; compile data; and perform related work as required.

The basic purpose of this work is to provide administrative support to the Megaprojects Delivery Office Executive Director and their senior staff as needed. This work includes but is not limited to scheduling, reviewing, prioritizing, and responding to emails, answering and returning phone calls, organizing documents, maintaining records, taking notes at meetings, assisting with events, and any other administrative tasks deemed essential to the office and department. The incumbent may see, hear, or write correspondence associated with trusted information – discretion is advised in this position.

While in certain circumstances the incumbent could be allowed occasional telework, this will be an "in office" position.

Duties and Responsibilities

• Assist the Executive Director of the Megaprojects Delivery Office with managing appointment calendars and scheduling meetings/appointments, answering correspondence (email, phone calls, and letters), responding to inquiries, and monitoring daily activities.
• Support administrative functions, such as but not limited to, training, hiring, distribution of materials and reports, filing documentation, recording, and general inquires.
• Coordinate with various internal, local, state, and federal agencies on behalf of the Megaprojects Delivery Office and exchange information when necessary.
• Compose letters and review documents for completeness, content, and compliance with regulatory and legal standards.
• Assist with preparing meeting materials, such as agendas or presentations using Microsoft Office products.
• Review, analyze, and prepare reports concerning assigned activities. These reports will be generated through various Microsoft Office products or other Highway/MassDOT software/programs.
• Review invoices for completeness and accuracy, and process related payments as directed.
• Assist with the Megaprojects Delivery Office Executive Director’s incoming and outgoing mail for distribution to appropriate locations.
• Record minutes for various internal meetings.
• Provide directions and general support to visitors of the Megaprojects Delivery Office.
• Assist senior staff from other MassDOT divisions and/or the Office of the Secretary with related tasks at the request of the Executive Director.
• Assist Megaprojects Delivery Office senior staff with related tasks at the request of the Executive Director.

About MassDOT 

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s culture and career opportunities can be found at mass.gov/massdot-careers.

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.  

Minimum Entrance Requirements 

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.   

Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative, or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at talentacquisition@dot.state.ma.us.
• For general questions regarding MassDOT, call the Human Resources Service Center at 857‐368‐4722.
• For a disability‐related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857‐274‐1935.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer.  Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law.  Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements.  We encourage individuals who believe they have the skills necessary to thrive to apply for this role.