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Key Responsibilities and Required Skills for Transportation Program Coordinator

💰 $ - $

TransportationProgram ManagementLogisticsTransit Operations

🎯 Role Definition

The Transportation Program Coordinator is a hands-on program and project-level role responsible for planning, implementing, monitoring and reporting on transportation and transit programs. This role coordinates grants, capital and operating projects, vendor contracts, fleet and equipment lifecycle tasks, and compliance activities (FTA, state DOT, ADA, NTD). The incumbent supports cross-functional teams — operations, maintenance, planning, procurement, finance and external stakeholders — to ensure timely delivery of programs, effective use of funding, reliable service, and accurate performance reporting. Strong emphasis is placed on grant administration, contract oversight, scheduling, budgeting, data-driven performance monitoring, and stakeholder communication.

Key SEO and LLM keywords: Transportation Program Coordinator, transit program coordinator, FTA grant management, DOT compliance, NTD reporting, paratransit coordination, fleet management, transit operations, scheduling, contract administration, program monitoring.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Transit Operations Specialist / Transit Dispatcher
  • Project Coordinator / Project Assistant (public sector)
  • Transportation Planner or Assistant Planner
  • Grants Administrator or Finance Assistant in transportation

Advancement To:

  • Transportation Program Manager / Transit Program Manager
  • Transit Operations Manager / Operations Superintendent
  • Senior Grants Manager or Capital Projects Manager
  • Director of Transportation or Director of Transit Operations

Lateral Moves:

  • Fleet Manager / Maintenance Coordinator
  • Grants & Compliance Manager
  • Contracts and Procurement Specialist
  • Paratransit Program Manager

Core Responsibilities

Primary Functions

  • Coordinate and administer federal, state, and local transportation grants (FTA, state DOT, CMAQ, STP, RTA), including preparing grant applications, work scopes, budgets, match documentation, and ensuring adherence to funding agency rules and timelines.
  • Lead end-to-end program delivery for capital projects and small-to-medium infrastructure projects: develop project schedules, manage deliverables, track milestones, coordinate stakeholders, resolve issues, and report status to leadership.
  • Manage contract and vendor oversight activities for procurement, construction, professional services, and technology vendors: develop SOWs, participate in RFP/RFQ processes, evaluate proposals, monitor vendor performance, and manage change orders.
  • Maintain program budgets and financial controls: monitor expenditures, reconcile costs to budgets, prepare budget updates and forecasts, process invoices, ensure allowable costs, and coordinate with finance for grant drawdowns and audits.
  • Prepare, compile and submit regulatory and funder-required reports (NTD submissions, FTA triennial reviews, state reporting), ensuring timely and accurate data for compliance and audit readiness.
  • Coordinate service planning and scheduling tasks in collaboration with transit planners and dispatch: support route changes, scheduling updates, transit run-cutting, and special event service planning to maintain on-time performance and service reliability.
  • Support fleet and asset management activities: track vehicle lifecycle status, schedule preventative maintenance coordination with maintenance teams, manage vehicle/equipment procurement processes, and maintain asset inventories and capital replacement plans.
  • Develop and monitor program performance metrics and KPIs (on-time performance, safety incidents, ridership trends, cost per passenger) using data tools (Excel, SQL, Tableau/Power BI, GIS) and present actionable insights to stakeholders.
  • Oversee paratransit and ADA service coordination: process eligibility documentation, monitor service delivery, ensure ADA compliance, handle trip scheduling escalations, and collaborate with contracted paratransit providers.
  • Administer procurement processes in accordance with public procurement law and agency policies: prepare procurement packages, coordinate legal and procurement reviews, support bid openings, and assist with contract negotiations.
  • Support capital grant close-outs and asset capitalization: compile closeout documentation, reconcile project costs, update fixed-asset records, and ensure compliance with FTA capitalization and useful life requirements.
  • Facilitate cross-departmental coordination and communication across planning, operations, maintenance, finance, and external agencies to align project objectives, timelines, and resource allocation.
  • Lead risk management and quality assurance activities for transportation programs: identify program risks, develop mitigation plans, conduct quality reviews, and escalate critical issues to program leadership.
  • Manage community and stakeholder outreach for program changes and major projects: prepare outreach plans, coordinate public meetings, collect feedback, and communicate service impacts and benefits.
  • Support development and implementation of policies, procedures, and standard operating procedures for program administration, grants, and contract management to improve consistency and compliance.
  • Track and administer performance-based contracts and incentive programs with vendors and service providers, including performance measurement, claims resolution, and payment adjustments.
  • Coordinate emergency response and contingency planning for transportation disruptions, including rerouting, service restoration, and communication to riders and stakeholders during incidents.
  • Prepare and deliver well-crafted briefings, presentations, and reports for executive leadership, boards, and funding agencies that summarize program progress, budget status, and risk profile.
  • Supervise or provide day-to-day direction to junior staff, interns, or temporary employees involved in program administration, ensuring training, workload distribution, and professional development.
  • Maintain and update program documentation, schedules, meeting notes, decision logs, and digital filing systems to ensure accurate program history and audit trails.
  • Evaluate and recommend technology solutions for scheduling, dispatching, fare collection, and reporting (e.g., Trapeze, Routematch, Trapeze, Transfinder, GIS platforms) and coordinate vendor implementation activities.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to answer operational questions and inform strategic decisions.
  • Contribute to the organization's data strategy and roadmap to improve reporting automation and data integrity.
  • Collaborate with business units to translate data needs into engineering requirements for integrations, dashboards, and system enhancements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist with public information materials, press releases, and customer service coordination related to service changes.
  • Conduct grant research and environmental scans to identify new funding opportunities and prepare pipeline forecasts.
  • Provide backup support for dispatch, customer escalations, or grant administration during peak periods or staff absences.
  • Help coordinate training programs for operations and maintenance staff on new systems, safety procedures, and regulatory updates.
  • Participate in capital procurement evaluations for vehicle specifications and technical requirements with maintenance and operations subject matter experts.
  • Assist in preparing supporting documentation for internal and external audits, including corrective action follow-up.

Required Skills & Competencies

Hard Skills (Technical)

  • Grant and funding management (FTA, state DOT, CMAQ, STP) — application preparation, reporting, closeouts, compliance.
  • Contract administration and procurement (RFP/RFQ development, vendor evaluation, contract monitoring).
  • Program and project management — schedule, scope, budget, risk management; familiarity with MS Project or equivalent.
  • Financial tracking and budgeting for public sector programs; invoice processing and grant drawdown coordination.
  • Data analysis and reporting — advanced Excel (PivotTables, VLOOKUP/XLOOKUP), SQL querying, experience with Tableau or Power BI.
  • Transit operations systems and scheduling software (Trapeze, Routematch, TransitMaster, Transfinder, or similar).
  • National Transit Database (NTD) reporting and transit performance metrics (ridership, OTP, cost per passenger).
  • Fleet and asset management practices — vehicle lifecycle planning, preventive maintenance scheduling, asset tracking.
  • Regulatory and compliance knowledge (FTA circulars, ADA requirements, DBE/EEO requirements).
  • Geographic Information Systems (GIS) and spatial analysis for route planning and service optimization.
  • Familiarity with electronic procurement systems, grant management software, and document management systems.
  • Basic knowledge of construction project delivery and capital project procurement (change orders, pay estimates).

Soft Skills

  • Strong written and verbal communication — clear reports, board memos, and stakeholder presentations.
  • Excellent organizational and time-management skills with ability to manage competing priorities.
  • High attention to detail and accuracy, especially for compliance and financial documentation.
  • Collaborative team player capable of building relationships across departments and external partners.
  • Analytical and critical thinking — ability to transform data into actionable program recommendations.
  • Problem-solving and conflict resolution with vendors, contractors, and internal teams.
  • Customer-focused mindset for service impacts and community engagement.
  • Adaptability and resilience in dynamic operational environments and during service disruptions.
  • Leadership and mentorship skills for supervising junior staff and coordinating cross-functional efforts.
  • Ethical judgment and integrity handling confidential financial and personnel information.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree or equivalent experience in a relevant field (transportation, logistics, public administration, business, civil engineering) OR high school diploma with significant relevant experience.

Preferred Education:

  • Bachelor’s degree in Transportation Planning, Urban Planning, Public Administration, Civil Engineering, Business Administration, or related field.
  • Certifications a plus: PMP, AICP, CAPM, or specialized transit/grant certifications.

Relevant Fields of Study:

  • Transportation Planning
  • Urban Planning
  • Civil or Transportation Engineering
  • Public Administration / Public Policy
  • Business Administration / Finance
  • Logistics and Supply Chain Management

Experience Requirements

Typical Experience Range: 3–7 years of progressively responsible experience in transportation, transit, program coordination, or related project management roles.

Preferred:

  • 5+ years of public-sector or transit agency experience with direct responsibility for grant administration, project delivery, or transit operations support.
  • Demonstrated experience with FTA funding programs, NTD reporting, contract procurement, or fleet/asset management.
  • Proven track record delivering capital projects or program portfolios on schedule and within budget; experience working with multiple stakeholders including MPOs, city/county agencies, and contractors.
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