Transportation Coordinator

Job Description

Job Description

Woodberry Forest School, located in Madison, VA, is an exceptional private boarding school community for high school boys in grades nine through twelve. It is one of the top boarding schools in the United States and one of the only all-boys, all-boarding schools in the country. Woodberry's 1,200-acre campus is the largest for boarding schools in Virginia, and one of the largest private school campuses in the country.

Position Overview :

The Transportation Coordinator is responsible for overseeing the transportation needs of the school, ensuring safe, efficient, and timely travel for students, faculty, staff, and visitors. This role includes coordinating a fleet of vehicles, coordinating student and school travel to and from school and ensuring compliance with all safety and regulatory standards. The Transportation Coordinator will work closely with school administration, external contractors, and transportation providers to meet the needs of the school community while adhering to budgetary and operational guidelines. TheTransportation Coordinator may also serve as the school’s testing coordinator.

Key Responsibilities :

Transportation Coordination :

Develop and manage transportation schedules for students’ arrival, departure, and off-campus events.

Organize transportation logistics for field trips, athletic events, and other extracurricular activities as well as other transportation as needed by various departments

Coordination of shuttle for on-campus events

Coordinate with external transportation providers for specialized travel needs (e.g., airport transfers, chartered buses, etc.).

Coordinate with the school’s auto mechanic to ensure availability of school vehicles. Track the fleet of vehicles and their availability.

Staff Management :

Supervise and manage the transportation team, including drivers and support staff.

Manage expense and time sheets for drivers

Train, evaluate, and ensure compliance with safety standards for all transportation staff.

Develop and implement driver schedules and ensure adequate coverage for all transportation routes and events.

Safety and Compliance :

Ensure that all transportation activities comply with local, state, and federal regulations, including those related to student safety, vehicle maintenance, and driver qualifications. This includes CDL standards and guidelines.

Implement and maintain school policies regarding transportation, including emergency procedures and safety protocols.

Stay updated on transportation-related laws, regulations, and best practices.

Budget and Financial Management :

With the assistance of the Deans of Students, develop and manage the transportation department budget, ensuring that spending is in line with the school’s financial goals.

Track and report on transportation expenditures including driver wages and contracted services.

Identify cost-saving opportunities without compromising safety or service quality.

Communication and Collaboration :

Serve as the primary point of contact for all transportation-related inquiries from students, parents, faculty and staff.

Collaborate with school administration and other departments to meet the transportation needs of the school community.

Communicate effectively with parents about transportation schedules, policies, and any disruptions to service.

Emergency Response and Incident Management :

Respond to transportation emergencies, such as accidents or breakdowns, and ensure proper procedures are followed.

Maintain accurate records of any incidents or accidents involving school vehicles, and report them to appropriate authorities as necessary.

Qualifications :

Bachelor's degree or equivalent experience in transportation management, business administration, or a related field preferred.

Experience in schedule coordination, office management, or transportation management preferred

Strong leadership skills with experience managing a team.

Proficient in Google Suite or Microsoft Office

Ability to work some evenings and weekends

Excellent organizational and problem-solving skills.

Strong communication skills, both verbal and written.

Ability to work in a fast-paced, dynamic environment with a focus on student safety and satisfaction.

CPR / First Aid certification or willingness to obtain within the first 6 months.

Physical Requirements :

Ability to lift up to 10 pounds.

Ability to spend extended hours on foot or sitting for long periods during travel or meetings.

Must possess a valid Virginia driver's license

Work Schedule :

Full-time position, with hours occassionally including early mornings, evenings, and weekends based on transportation needs.

Flexibility required for off-campus trips and events.

Woodberry Forest School is an Equal Opportunity Employer.