Transportation Coordinator Jobs

About The Position

Requirements

• Bachelor’s degree preferred.
• 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
• 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

Nice To Haves

• Familiarity with Workday, ECOS, and 25Live software is a plus.

Responsibilities

• 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.