Job Description:

JOB TITLE: Transportation Coordinator

REPORTS TO: Associate Director of Transportation and Fleet Management

DIVISION: Campus and Auxiliary Services

DEPARTMENT: Transportation/Fleet Management

JOB SUMMARY:

The Transportation Coordinator supports the daily operations and logistics of Fairfield Universitys transportation services including shuttle programs vehicle fleet usage accessibility transportation and event-related transit needs. This position is responsible for coordinating shuttle schedules assisting with vendor communications managing billing for vehicle and bus usage and overseeing the use and maintenance of the Universitys vehicle fleet and key management system. The Transportation Coordinator serves as a central liaison between students faculty staff drivers and university departments to ensure safe timely and efficient transportation operations

Unusual Work Conditions: Occasionally attend evening/weekend events as required.

EDUCATION:

Associate of Science degree with relevant experience required; Bachelors degree preferred.

LICENSURE/CERTIFICATION:

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.

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:

Hybrid position. 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

• 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 Universitys 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

• Perform other duties as assigned by the Associate Director of Transportation

Department Administrative Support

• Managing hiring of student staff in Workday

• Open purchase orders process payments and reconcile transactions in Workday

• Record and reconcile event payments/revenue in 25Live and apply payments to events in 25Live event management software to maintain current billing/payment records

Manage Requests and Use of University Vehicle Fleet

• Managing hiring of student staff in Workday

• Open purchase orders process payments and reconcile transactions in Workday

• Record and reconcile event payments/revenue in 25Live and apply payments to events in 25Live 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 Management Staff

• Manage and train 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

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.

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.

Category:

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.

Load a resume or CV first then upload supporting documents including a cover letter at the bottom of the third page under the My Experience section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application so please have all documents available before applying.

Faculty Positions: If you need to upload more than 5 documents please either combine them to upload or email the additional documents to the applicable contact in the job description.

Staff positions: If you need to upload more than 5 documents please either combine them to upload or email them to