Student Logistics Manager

ABOUT THE OPPORTUNITY

Every day Harvard-Westlake families trust that their students will get to and from campus safely and the Student Logistics Manager is the person who makes that trust well this role youll own the systems relationships and on-the-ground problem-solving that keep student transportation running smoothly across all three of our campuses from the earliest morning bus route to the last late-evening pickup. The Harvard-Westlake Business Office is a small highly efficient team whose work touches every part of school life daily and this role is a vital visible piece of that work.

Harvard-Westlake is one of the nations leading independent schools and what makes it exceptional isnt just the students or the resources its the people. Youll join a community of smart mission-driven colleagues who are genuinely invested in each others growth and in building something meaningful together.

WHAT YOULL DO

The Student Logistics Manager oversees the transportation systems that connect students to campus every day manages a small school-owned vehicle fleet and on-campus parking and coordinates special event and field trip logistics working closely with faculty staff athletics parents security and the Business Office team.

Daily Student Transportation

• Serve as the primary point of contact for parents students drivers employees and vendors on day-to-day transportation questions and concerns
• Plan and continually refine daily bus service including annual student sign-up route creation bus stop selection and placement transit optimization and intercampus shuttles
• Respond in real time to transportation issues including late or missed bus pick-ups at hours ranging from early morning to late evening
• Partner with the Head of Security and vendor partners to resolve emerging issues (bus stop delays environmental concerns traffic disruptions) before they escalate
• Administer bus driver benefits including cafeteria card balances bonus compensation and appreciation events
• Manage the annual bus service contract confirming vendor insurance stays current and invoices match contracted rates
• Track legal regulatory and compliance changes affecting school buses and student transportation

Parking Administration

• Serve as the primary resource for on-campus student parking registration assignments and related questions
• Design and administer policies that incentivize carpooling while creatively managing a mix of single and tandem parking spaces

Special Event and Field Trip Transportation

• Coordinate student transportation for special events and field trips departing from all three campuses to both local and remote destinations
• Manage the schools fleet of SUVs and shuttles supplementing with pre-approved vendors as needed to balance cost and speed
• Secure and maintain current contracts and insurance documentation from all outside transportation vendors
• Inspect returned vehicles for damage track maintenance and repair needs and route related invoices to accounts payable
• Handle DMV registration for school-owned vehicles and keep every vehicles registration insurance and license plates current

Operational Support

• Coordinate standardized testing logistics
• Support student field trip review and administration
• Contribute to other operational initiatives that support the needs of the school and additional duties as assigned

Community Responsibilities

• Participate in school events professional development days and community programming as appropriate to the role
• Collaborate across departments and campuses in support of the schools mission

WHAT YOU BRING

We know that strong candidates come from a variety of backgrounds and pathways. If you meet most of the qualifications below and are excited about this role we encourage you to apply.

Required

• Excellent written and verbal communication skills with the ability to communicate clearly and empathetically across a range of situations from routine coordination to sensitive parent and student concerns
• Demonstrated proficiency in Microsoft Excel and Word (advanced formulas data scrubbing and management report creation trend analysis mail merges file management/versioning) along with the ability to learn new databases or software quickly particularly mapping and bus-routing tools
• Ability to quickly assess a situation weigh options and decide on the best path forward under time pressure
• Strong organizational and multitasking skills with a demonstrated ability to manage multiple deadlines and shifting priorities calmly in a seasonal deadline-driven environment
• Strong customer service orientation and the ability to work effectively with a wide range of stakeholders including families colleagues and employees
• Commitment to inclusive practice and the ability to work effectively with individuals from a wide range of backgrounds

Preferred

• Experience in an independent school or higher education setting
• Familiarity supporting transportation or logistics operations
• Bachelors degree or equivalent experience

SCHEDULE

This is a 12-month exempt full-time in-person position. The roles hours vary with the school calendar and daily transportation needs and regularly include early mornings and some evenings; occasional weekend availability is expected during peak event periods. Because student transportation spans Harvard-Westlakes Middle School Upper School and River Park campuses occasional travel between campuses is part of the role.

COMPENSATION

$85000$105000 annually based on experience and qualifications.

BENEFITS

• This position is eligible for Harvard-Westlakes full benefits package which includes:
• Top-tier medical dental and vision coverage (Platinum Anthem PPO) with zero to low premium contributions
• 10% retirement match through TIAA no cap no vesting schedule
• On-campus meal allowance lunch included
• Professional and personal growth grants
• Subsidized employee housing (based on availability)
• Access to on-campus gym and pool facilities
• Mental wellness resources and workshops
• Employee Affinity Groups
• Paid vacation starting at two weeks and increasing accrual rates with tenure
• Paid holidays in addition to Thanksgiving Winter and Spring Break
• Complimentary tickets to local sporting and entertainment events
• Discount at the school bookstore

ABOUT HARVARD-WESTLAKE

Harvard-Westlake is an independent school with two campuses in Los Angeles and approximately 1600 students enrolled in grades 712. Classes for grades 79 take place on the Middle School campus in the Holmby Hills neighborhood while grades 1012 are housed on the Upper School campus in Studio City. A third campus River Park focused on athletics and recreation is scheduled to open in Fall 2026.

With over 350 full-time employees an even greater number of part-time and seasonal employees and a wide range of programs and partnerships the Business Office operates from the Upper School campus while maintaining an active presence across the school.

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATIONS

Harvard-Westlake School is an equal opportunity employer. We seek to recruit develop and retain a diverse workforce and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race color religion sex gender identity or expression sexual orientation national origin age disability or any other legally protected status. Harvard-Westlake is also committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you require an accommodation to participate please contact and we will work with you to meet your needs.