Capital Program Manager

Job Description

Job Description

Job Title :  Capital Program Manager (3 positions)

Department :  Capital Planning 

Reports To : Director and/or Deputy Director of Program Management 

FLSA: Exempt  

Grade: 12 

 

POSITION SUMMARY 

The Capital Program Manager oversees the administration of procedures, systems and tools required to inform districts of the process to file a Statement of Interest (SOI), the requirements of the Eligibility Period and the timelines and deliverables for the Feasibility Study/Schematic Design and Construction Administration phases. In addition, the position requires oversight of district communication and the requirements of the SOI and Eligibility phases. The Capital Program Manager is responsible for supervision of the work of Program Managers and Project Coordinators including hiring, and training to assist in the proper communication of requirements for districts in the MSBA’s capital pipeline in partnership with Project Managers in the Feasibility Study/Schematic Design and Construction Administration phases. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Develop procedures, train and supervise assigned team of Program Managers and Project Coordinators in the administration of standardized documents and processes to communicate MSBA capital grant processes to districts from the SOI process through final audit for approved projects in the Core Program and the Accelerated Repair Program. 

• Oversee Team-issued communications to ensure accordance with MSBA standards, including written correspondence, letters and/or emails to districts issued by Project Coordinators and/or developed for signature by the Director of Capital Planning.  

• Manage the capital planning process timeline to identify Facilities Assessment Subcommittee and Board agenda items and develop project recommendations for transmittal for final review and incorporation into the Board package. 

• Issue timely reports to the Director and Deputy Director of Program Management outlining progress and status of project tasks and other Team and agency initiatives.  

• Facilitate the operational execution of the MSBA’s SOI process and direct teams responsible for grant administration including: 

• • Coordination of the annual Core Program and biennial Accelerated Repair Program SOI filing process through the online system. 

• • Management of communications and timelines to support districts. 

• • Oversight of staff and timely responses to district inquiries as well as communications prior to, during and following site visits with local officials. 

• • Review of submission materials and development of presentations for Capital Planning and Executive Staff.  

• • Advancement of recommendations for district invitations to the applicable MSBA program per the MSBA Capital Plan. 

• Oversee the grant administration of projects from start to finish for the MSBA’s Core and Accelerated Repair Programs to ensure documentation, compliance and reporting are accurate and on time. 

• Lead and train Program Team staff. 

• Coordinate and collaborate across departments, conduct meetings and site visits to keep everyone informed with clear updates and recommendations. 

OTHER DUTIES AND RESPONSIBILITIES

• Respond to employee and management inquiries as needed. 

• Develop and participate in ongoing training for the Team.  

• Support department initiatives as needed.  

• Perform other duties as assigned. 

SUPERVISORY RESPONSIBILITIES

• Recruit, select, orient, and train employees to maintain assigned staff levels.   

• Lead employees to accomplish departmental and individual performance results. Communicate job expectations and establish, monitor, and appraise employee's performance results.   

• Manage, coach, and counsel employees. Ensure employee compliance with MSBA policies, procedures and productivity standards.  

REQUIRED EDUCATION, EXPERIENCE AND SKILLS

• Bachelor’s degree in a related field. 

• Five to ten years of applicable professional experience with at least two years in a supervisory capacity.  

• Previous experience and proven success in managing employees.  

• Previous experience with professional communications methods, including, but not limited to, business letter/email writing, meeting summary creation and phone etiquette. 

• Strong verbal and written communication skills with demonstrated ability to gather, analyze, and present complex technical information in a clear, concise and understandable manner. 
• Ability to lead and guide questions/concerns through a solution process in order to access resources in the most efficient manner to solve issues.   
• Ability to manage multiple tasks, involving complex and varying problems.  
• Experience with data analysis utilizing complex spreadsheets. 
• Proficiency in Microsoft Office 365, including Excel, Word, PowerPoint and Outlook.  
• Ability to work both independently and as part of a team.  
• Ability and willingness to occasionally travel to project sites.  

PREFERRED EDUCATION, EXPERIENCE AND SKILLS

• Knowledge of Massachusetts municipal government operations and experience working with federal, state, county, or local government preferred. 

• Knowledge of Massachusetts laws, including MGL Chapter 30, Chapter 149A and Chapter 7 construction-related laws preferred. 

This job description is intended to be general and will evolve over time.  The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.