Transportation Coordinator

Job Description:

JOB TITLE:

Transportation Coordinator

REPORTS TO:

Associate Director of Transportation

DIVISION:
Campus and Auxiliary Services

DEPARTMENT:
Transportation

JOB SUMMARY:

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:
Attend evening/weekend events as required. Respond 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 25

Live 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…