Executive Project Analyst (HRT Employees Only)

Job Posting Close Date:  March 19, 2025

The Executive Project Analyst supports the development and execution of projects, ensuring alignment with agency goals, effective interdepartmental collaboration, and strategic support to improve operational efficiencies and organizational outcomes. This position provides a lead role in defining and implementing a program of enterprise standards, processes and frameworks, while promoting collaboration among Project Managers and business stakeholders. This includes overseeing proactive coordination activities throughout the life cycle that applies to all projects, from initiation to close, ensuring consistency in reporting, governance and compliance. Additionally, this position will assist with monitoring and compliance with DBE and Title VI programs as assigned.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Supports compliance with state and federal grants and regulatory requirements.
• Assists the Civil Rights and Grants Managers in overseeing the development, refinement, and centralization of enterprise processes of project life cycle, ensuring alignment with agency goals and objectives, optimizing efficiency and promoting continuous improvement, and proactively supporting compliance and regular reporting on behalf of the Executive department.
• Manages records created and received in compliance with HRT’s Records Management policies and procedures, especially in support of adherence to enterprise standards throughout the life cycle that applies to all projects at HRT.
• Assists with monitoring and compliance with DBE and Title VI programs including, as assigned, implementing procedures for contract compliance with federal requirements under 49 CFR 26.45.
• May conduct audits of projects and related budget and contracts information, including for compliance with state and federal regulations, and reconciliation of budgets and grants information in financial systems and supporting documentation.
• Assists coordination and completes tasks supporting the Capital Improvement Plan.
• Provides support for FTA semi-annual meetings, Triennial Reviews, and similar activities.
• Supports meeting discretionary grant application timelines and deliverables as assigned.
• Coordinates internally to compile data and information and performs independent and thorough analyses of budgets, grant funding, and various project artifacts to ensure quality assurance and quality controls; helps resolve issues as needed; identifies and makes recommendations where needed.
• Conducts in-depth analysis of project administration workflows and agency needs, identifying opportunities and actionable solutions for enhancements.
• Provides regular briefings that demonstrate proactive management and governance. This includes compiling status reports and summaries of key information for reporting to senior leaders, executive level staff, funding partners, and other stakeholders as required.
• Assists to develop and support training opportunities and ongoing support efforts that standardize and enhance project governance and ongoing support for project management disciplines, best practices, policies, and processes that are well defined and uniformly supported across the agency.
• Uses data and information to gain insights and improve methodologies used during project and grants and budget reconciliations.
• Maintains organized and centralized records for ongoing use; assists in development of and provides lead coordination for internal and external communications related to tracking of technical work and project reporting related to performance and accountability.
• Develops and implements strategic recommendations to refine policies, procedures, and systems, driving continuous improvement, reducing delays, and ensuring more effective and agile project execution.
• Supports automation or technological improvements within enterprise practices, including use of tools and solutions that improve overall efficiency and effectiveness.
• Coordinates information sharing among various internal and external stakeholders; establishes and maintains systems and processes for obtaining, maintaining, and analyzing data and information developed within departments and essential to completing assigned duties for successful project completion.
• Serves as a lead liaison between Management Services team, budget and finance staff, and assigned project managers across departments, including coordinated exchanges of critical information, ensuring alignment on project budgets and related project information, and working to address challenges as they arise.
• Fosters and cultivates strong, collaborative relationships with both internal and external stakeholders, driving transparency, open communication, and seamless coordination to ensure successful partnerships and outcomes.
• Works among grants analysts and finance department staff to stay informed on the grant and financial closeout processes for Capital Projects. Ensures seamless collaboration between teams to track progress and ensure accurate project closeout.
• Organizes and serves on work teams, task forces, and/or committees as assigned for special initiatives, plans, programs, and policy work.
• Serves as point of contact for the Executive Department for coordinating and completing management activities, quarterly reporting, and conferring with department leaders and managers to address concerns and varied interests.
• Collaborates closely with internal stakeholders to proactively identify project-related needs, challenges, and potential risks to ensure cross-agency coordination, support and strategic alignment. Coordinates timely and effective intercommunication across teams to address these issues and develop mitigation strategies.
• Supports HRT Strategic Planning Process activities as assigned and promotes the adoption of best practices, standardization, compliance, and organizational learning.
• Performs other duties as required.

Required Software Knowledge and Skills essential to Job Functions:

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.

Software applications:

Microsoft Outlook, Excel, Word, PowerPoint, Teams; Microsoft D365.

Safety Responsibility:

Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education and Required Experience:

Possess a minimum of a bachelor’s degree from an accredited four-year college or university in Business Administration, Public Administration, or other related field; Requires a combination of training, education and experience in business administration, accounting, public administration, project management, and/or other related fields equivalent to at least 7 years of experience providing the required knowledge, skills, and abilities.

Licenses or Certificates:

Possess a valid Driver's License.  Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Exempt

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work requires high-speed operation of keyboard devices.

Unusual Demands:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves meeting multiple demands on a timely basis.