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 25Live 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 rental to ensure fleet is ready for next rental/trip
Oversee student staff and workday requests
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.
Category:
Auxiliary (OCEM) - Admin
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
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 hr@fairfield.edu