Student Logistics Manager

Student Logistics Manager

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 placed. In this role, you'll 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 nation's leading independent schools — and what makes it exceptional isn't just the students or the resources, it's the people. You'll join a community of smart, mission-driven colleagues who are genuinely invested in each other's growth and in building something meaningful together.

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 inter-campus 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 school's 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 vehicle's 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 school's mission

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,…