Charter Manager

Liberty University•Lynchburg, VA

2d•Onsite

About The Position

The Charter Manager plans, coordinates, and oversees charter transportation services for university departments, athletics, and external clients. The role manages scheduling, driver and vehicle assignments, and service delivery while ensuring compliance with DOT regulations, internal policies, and safety standards. The Charter Manager is accountable for service reliability, resolving operational issues, supervising charter staff, managing charter finances, and optimizing resources and costs while coordinating with dispatch and leadership on charter and fixed-route demands. The position oversees charter operations from request intake and quoting through trip coordination, documentation, invoicing, payment processing, and accounts receivable follow-up. It also monitors service in real time, communicates changes to customers and drivers, reviews payroll and billing documentation, and reports on charter activity, revenue, expenses, and performance to the Director of Transit. As essential personnel, the employee must be available during school closings, delays, emergencies, and severe weather, and must support emergency response, snow removal, operational recovery, and critical university events. The role may also support other Facilities Management and Transportation functions during operational downtime. Work is performed in a climate-controlled office and warehouse setting, with local and campus travel required.

Requirements

High school diploma or GED required.
At least five years of experience in transit operations, including supervisory or management experience, or an equivalent combination of education and experience.
Valid Class A Commercial Driver’s License (CDL) with passenger and air brake endorsements.
Must meet applicable hearing and vision requirements for CDL operation.
To obtain LU-approved driver certification, must be at least 21 years old, have a valid driver’s license with at least five years of documented driving history, and maintain a clean driving record.
Valid Virginia driver’s license, acceptable DMV record, and liability insurance required for driving in the performance of the job.
Knowledge of safe driving practices and CDL standards.
Understanding of ADA compliance and passenger assistance techniques.
Effective classroom and hands-on training skills.
Strong interpersonal and communication abilities.
Ability to evaluate performance and provide constructive feedback.
Proficiency in training documentation and recordkeeping.
Ability to reason, analyze information and events, apply judgment, and solve routine and complex problems.
Ability to travel to local and campus locations.
Frequently lift heavy objects; regularly hear and speak effectively; occasionally stand, walk, and climb stairs; handle materials, reach overhead, kneel, stoop, and pull items using a pallet jack.
Availability as essential personnel during school closings, delays, emergencies, and severe weather, and for university events that may involve scheduled or unscheduled hours.

Nice To Haves

Associate’s degree or higher preferred.
Clean, professional appearance and demeanor.
Self-motivated, dependable, and detail-oriented.

Responsibilities

Plan, schedule, and coordinate charter services for Athletics, university departments, and external clients.
Receive, review, and process charter service requests, prepare quotes, coordinate logistics, and generate charter and rental invoices.
Assign buses and drivers in accordance with DOT regulations, operational requirements, and internal procedures.
Oversee passenger transportation to ensure safe, timely, and professional service at designated locations.
Ensure drivers follow safety procedures, defensive driving practices, and operational standards.
Serve as the primary escalation point for driver concerns, complaints, and operational issues, reporting matters to the Director of Transit as appropriate.
Coordinate with dispatch regarding fleet availability and operational adjustments.
Optimize daily charter assignments to ensure coverage, minimize overtime, and control costs while balancing fixed-route service demands.
Prepare trip documentation, including directions, schedules, and maps, and conduct pre-trip driver briefings.
Remain accessible by radio and in person to support drivers during operations.
Monitor charter operations in real time and adjust plans to prevent service conflicts and maintain alignment with fixed-route services.
Communicate proactively with customers regarding delays or changes.
Collect and review completed charter documentation daily for payroll and billing accuracy.
Verify driver hours and approve time sheets.
Finalize billing, maintain daily revenue logs, process payments, handle funds appropriately, and forward payments to designated accounts.
Monitor accounts receivable and report delinquent accounts.
Maintain accurate financial and operational records, including revenue, expenses, and performance metrics, and provide reports to the Director of Transit.
Prepare and submit weekly charter activity and performance reports.
Supervise charter staff and communicate and enforce standards for uniforms, professionalism, and customer service.
Perform administrative and clerical duties supporting charter operations.
Be available during school closings, delays, emergencies, and severe weather; support emergency response, snow removal, and operational recovery.
Participate in university events such as Commencement, Orientation, and Move-In, including scheduled and unscheduled hours.
Support other Facilities Management and Transportation functions during operational downtime as assigned.
Stay current on industry best practices, emerging technologies, and performance standards to enhance charter operations.
Use required personal protective equipment and fall-protection equipment when applicable.
Travel to local and campus locations using a personal or LU vehicle as required.
Support the University’s mission and values, follow University policies, and perform other assigned duties.