Transportation Ops Coordinator, Fleet Services and Campus Bus

This position will work collaboratively with both Fleet Services Garage and Campus Bus Garage 2 operational units within Indiana University Bloomington Campus Auxiliaries. Fleet Services is the full-service, fleet management organization at Indiana University. We provide rentals, leases, maintenance, fueling, and manage micro-transit van services for IU Bloomington, and also offer fleet program assistance for the IU regional campuses. Our team is dedicated to providing safe, reliable, cost-effective and sustainable transportation solutions for our customers.

Indiana University (IU) Campus Bus Service has been providing bus service on the Bloomington campus since 1966. IU Bloomington's 1,940-acre campus is often considered one of the most beautiful campuses in the nation located in USA Today's #2 "Best College Town in America." IU Bloomington is home to close to 43,000 undergraduate and graduate students and over 19,000 faculty, staff, and part-time employees.

Campus Bus provides transportation to over 3 million rides a year and operates a 6-route system with approximately 30 buses, 50 bus operators, 4 mechanics, and a management team. It has a long-standing partnership with the local transit system, further extending its reach and resources. Campus Bus is an essential campus service that supports the university's ability to function efficiency and helps to ensure a welcoming environment for its students, employees, and other guests.

• Oversees processes and projects related to transportation maintenance operations and manages the activities of a multi-craft fleet garage maintenance group.
• Performs vehicle maintenance planning and scheduling, ensuring compliance with safety training requirements, managing parts inventory, and overseeing inspections and repairs to maintain operational efficiency and reliability.
• Provides maintenance operations oversight and support for teams within the department, ensuring that best practices are followed and performance standards are met.
• Serves as a primary contact for reporting and addressing maintenance or operational issues within the unit, promoting effective communication and timely resolution of concerns.
• Manages garage work process flow using RTA Fleet
  360, RTA Inspect, and RTA Paperless Shop.
• Recommends tools, software, and processes to optimize operations in fleet maintenance facilities.
• Serve as liaison between internal customers and technicians.
• Manage scheduling of service with customers.
• Initiates work orders for mechanics, ensures parts are billed out appropriately.
• Communicates with internal and external customers to ensure repairs are completed and concerns are addressed.
• Manages parts inventory ordering, recording, and cycle counts.
• Coordinates appropriate part inventory through multiple vendors ensuring compliance with university purchasing policies.
• Ensures internal processes comply with policy and procedure for multiple OEM suppliers warranty claims processes and submits warranty claims for reimbursement.
• Monitors reimbursement status and resolves issues as needed.
• Makes procedural and process recommendations to maximize warranty reimbursement.
• Optimizes availability of inventory for maintenance operations, reducing downtime and controlling costs to ensure the smooth and efficient functioning of university assets and equipment.
• Develops and maintains storage of and accountability for current stock.
• Assists in determining inventory stock levels and provides recommendations on the inventory levels on an annual or as-needed basis.
• Assists in monitoring charges by auditing vendor invoices and resolving supply billing and service issues/disputes with vendors, within level of authority.
• Conducts periodic inventories and annual year-end inventory counts.
• Researches spare parts and supply availability by part number, stock number, manufacturer, substitute item, higher assembly, fabrication, or other available resources, to provide economic and timely support.
• Packages and ships assemblies for return, repair, or re-build.
• Performs property disposal functions, as necessary.
• Picks up and/or delivers parts, as required.

• Coordinates and manages transportation maintenance operations such as vehicle maintenance planning, safety training, parts-inventory management, inspections, repairs. Coordinates fulfillment of work orders for corrective action, routine preventive maintenance, warranty repair, monitors progress and escalates complex matters as needed.
• Prepares warranty claim reimbursement and ensures original equipment manufacturer policy and procedure is followed with an emphasis on optimizing warranty reimbursement.
• Maintain appropriate stock levels through cost-effective inventory control; maintain manual and automated processes to accurately maintain vehicle maintenance and inventory database systems; prepare, distribute and maintain material documents.
• Monitors and maintains part inventory and diagnostic / repair tool levels and conditions through regular inspections and…