Transportation Coordinator

Transportation Coordinator

The Transportation Coordinator supports the daily operations and logistics of Fairfield University's transportation services, including shuttle programs, fleet usage and maintenance, accessibility transportation, and event-related transit needs. This position coordinates shuttle schedules, manages billing for vehicle and bus usage, assists with vendor communications, oversees the University's vehicle fleet and key management system, and supports the scheduling, training, and supervision of student workers involved in transportation operations. The coordinator also ensures that student drivers are properly authorized, approved, and compliant with University transportation policies and safety regulations. This role serves as a central liaison between students, faculty, staff, drivers, and university departments to ensure safe, timely, and efficient transportation services.

Unusual work conditions include attending evening/weekend events as required and responding to unexpected or urgent transportation situations, including shuttle delays, vehicle issues, or last-minute service needs.

Education: Bachelor's degree preferred.

Experience: Minimum of 2 years of experience in transportation operations in a university setting or equivalent combination of education and relevant experience. Familiarity with Workday, ECOS, and 25Live software is a plus. Must meet and maintain eligibility under Fairfield University's driver standards, including background and motor vehicle record checks.

Knowledge and Skills:

• Strong organizational and time management skills
• Ability to manage multiple priorities and respond to real-time transit needs
• Excellent communication and customer service skills
• Familiarity with transportation scheduling, route optimization, and vendor coordination
• Basic knowledge of ADA requirements and accessibility transportation practices
• Proficient in Microsoft Office and transportation scheduling tools
• Problem-solving skills and attention to detail
• Knowledge of fleet maintenance tracking, usage scheduling, and vehicle compliance

Work conditions/environment: Occasional nights and weekends required.

Essential functions and job specific duties:

• Maintain safety and cleanliness standards by conducting regular vehicle inspections and reporting any issues or concerns
• Maintains a visible and dependable presence in the office to support walk-in customers, phone calls, email communications, and daily departmental operations.
• Coordinate daily shuttle schedules, routes, and adjustments based on campus needs
• Monitor on-campus and off-campus transportation requests, including accessible transit accommodations
• Manage the use and routine maintenance scheduling of the University's vehicle fleet
• Track vehicle usage, mileage, inspections, and ensure timely repairs or service appointments
• Maintain accurate records of fleet assignments, user logs, and maintenance history
• Oversee daily operations of the key management system, including issuing, tracking, and collecting keys
• Serve as a point of contact for shuttle vendors, confirming driver schedules and addressing service issues
• Communicate transportation updates to students and staff via email and university platforms
• Support planning and logistics for event-related transportation services
• Assist with background check coordination for student drivers
• Manage billing and invoicing for vehicle and bus usage, including processing internal departmental charges and coordinating with Finance as needed
• Respond to real-time issues and act as a liaison between riders, vendors, and university departments
• Provide general administrative support for daily transportation operations
• Perform other duties as assigned by the Associate Director of Transportation

Manage Requests and Use of University Fleet

• Open purchase orders, process payments, and reconcile transactions in Workday
• Record and reconcile event payments/revenue and apply payments to events in event management software to maintain current billing/payment records

Oversee Maintenance and Service Schedule

• Coordinate with local service providers to ensure vehicles receive regular maintenance and service when needed
• Maintain service records and review recommendations for vehicle maintenance/repairs

Coordinate Event-Related Bus/Shuttle

• Act as a liaison between external transportation vendors and campus constituents/event clients to support requests for bus/shuttle needs
• Manage bus/shuttle rental process from initial request and scheduling through to invoicing, billing, and processing payment to external vendors

Oversight, Training and Management of Student Transportation Staff

• Train and assist overseeing student staff to support transportation operations and vehicle fleet maintenance
• Coordinate with student staff to complete daily vehicle assessments pre or post rental to ensure fleet is ready for next rental/trip
• Oversee student staff and workday requests

Training and Troubleshooting Transportation Request Form

• Provide new user and refresher training sessions as needed for users of the transportation request form via the event management system
• Develop how-to user guides including best practices for transportation reservations
• Review transportation information on department website and update as needed

Professional Development

• Promoting efficiency and courtesy throughout the University community
• Participating in departmental/staff meetings
• Serving as a responsible committee representative as requested
• Working occasional nights/weekends to support events as needed
• Communicating effectively with supervisor concerning pertinent matters

Promote Safe and Secure Working Conditions

• Promoting the proper utilization of equipment, tools, and materials
• Notifying supervisor immediately regarding any unsafe working conditions

Perform other duties as related or dictated by responsibilities.

Category: Auxiliary (OCEM) - Admin

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.