Transportation Administrative Assistant

Nazareth Prep; Emsworth (Allegheny County); On-site; USD 36,000 - 48,000; Full time

Job summary

Nazareth Prep is seeking a Transportation Administrative Assistant in Emsworth, PA to support the Director of Transportation with daily scheduling, records management, and communications with families and vendors.

The role is full-time, hourly, nonexempt, with standard school-year hours and flexibility to meet program needs. Candidates must have strong organizational skills and PA clearances or the ability to obtain them.

Qualifications

• Excellent written and verbal communication with team, staff, and mentors.
• Data entry, data edits, and reporting.
• Collect, manage and track paperwork and schedules.
• Attention to detail and ability to multitask in a dynamic environment.
• Ability to work well with the public and staff.
• Strong organization and analytical ability.
• Knowledge of office machines and databases.

Responsibilities

• Coordinate daily student transportation schedules, routes and assignments.
• Serve as a liaison between the Director of Transportation, parents, school staff, and vendors to coordinate transportation needs.
• Maintain accurate student transportation records including pickup/drop-off locations and emergency contracts.
• Process transportation registrations, changes, and cancellations.
• Monitor attendance and transportation exceptions, ensuring safety and accountability.
• Assist with transportation budgeting, invoicing and payment reconciliation.
• Maintain driver, vehicle and vendor documentation in compliance with regulations.
• Track and report transportation-related incidents, delays and service concerns.
• Respond promptly to parent inquiries and resolve transportation issues.
• Generate transportation reports and maintain departmental databases.
• Coordinate field trip transportation requests with the Director of Transportation.
• Support transportation planning for events and emergencies.
• Perform general administrative duties including filing, data entry and answering phone calls.
• Facilitate new hire training for “Driver Safety”.
• Must be able to transport students in agency vehicles as needed.
• Perform additional duties as assigned by supervisors.

Skills

Communication skills

Data entry

Recordkeeping

Attention to detail

Multitasking

Public interaction

Education

High School Diploma with 5 years administrative experience

PA clearances (Act 33, Act 34, PDE FBI) or ability to obtain

PA driver’s license

Tools

Office machines & database systems

Job description

Position:Transportation Administrative Assistant

Location: Emsworth, PA

Job Id:127

# of Openings:0

Transportation Administrative Assistant

Reports to: Director of Transportation

FLSA Status: Hourly/Nonexempt

Hours: Monday – Friday with flexibility to meet the needs of the program. This is a full-time 12-month position

General Statement of Duties

The Administrative Assistant will assist the Director of Transportation with various administrative tasks and functions related to the transportation needs of Nazareth Prep and student activities.

Responsibilities

• Coordinate daily student transportation schedules, routes and assignments.
• Serve as a liaison between the Director of Transportation, parents, school staff, and transportation vendors to coordinate and address student transportation needs, ensuring clear communication, and timely problem resolution.
• Maintain accurate student transportation records, including pickup/drop-off locations, emergency contracts, and transportation requests.
• Process transportation registrations, changes, and cancellations.
• Monitor attendance and transportation exceptions, ensuring student safety and accountability.
• Assist with transportation budgeting, invoicing, and payment reconciliation.
• Maintain driver, vehicle and vendor documentation in compliance with applicable regulations.
• Track and report transportation-related incidents, delays and service concerns.
• Respond promptly to parent inquiries and resolve transportation issues professionally.
• Generate transportation reports and maintain departmental databases.
• Coordinate field trip transportation request and scheduling in collaboration with the Director of Transportation.
• Support transportation planning for special events, extracurricular activities, and emergency situations.
• Perform general administrative duties including filing, data entry, document preparation and answering phone calls.
• Facilitate new hire training for “Driver Safety”.
• Must be able to transport students in agency vehicles as needed.
• Perform additional duties as assigned by supervisors.

Qualifications and Minimum Requirements

• Excellent written and verbal communication skills with team, faculty, staff, and mentors.
• Maintain data entry, data edits, and reports,
• Collect, manage and track paperwork and schedules.
• Attention to detail, and ability to multitask in an agile human services work environment.
• Ability to work well with the public and staff.
• Substantial organization and analytic ability.
• Knowledge of office machines, including copiers and fax machines and database systems.
• Adheres to other requests as indicated by supervisor.

Education and other work requirements

• High School Diploma with at least 5 years of administrative experience.
• Valid Pennsylvania background clearances (Act 33, Act 34, PDE FBI) or ability to obtain prior to start and valid PA driver’s license.
• Must complete Dioceses of Pittsburgh requirements upon hire

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
• Must be able to talk, listen and speak clearly in person/on telephone.

HFI MISSION DUTIES

Holy Family Institute (HFI) is a 125-year-old Catholic organization with an impeccable history of serving children and families in the Pittsburgh Region. We are one of Pittsburgh’s largest social service organizations operating 15 programs in three counties. We are an independent organization guided by Catholic Social Teachings and serving people of all faiths and backgrounds.

ABOUT NAZARETH PREP

Nazareth Prep is an independent Catholic high school that delivers a rigorous, internship-centered education preparing students for college, careers, and lives of purpose. Through a challenging academic and faith-based environment, students develop as compassionate, creative, and critical thinkers dedicated to making a positive impact. We foster a mission-driven culture where experienced educators uphold high expectations, support each student’s growth, and build meaningful relationships grounded in faith, service, and recognizing God in everyday life.

COMMITMENT TO SOCIAL JUSTICE

Holy Family Institute and its affiliated organizations are committed to an environment that respects and values every human being and individual differences. We will invest time and resources to create an inclusive environment for all of our stakeholders. This means we will respect diversity that includes race, ethnicity, gender, socioeconomic status, education, disability, language, and sexual orientation. We also believe that we should be “Faithful Listeners” and embrace diversity of ideas, perspectives, and values. We believe in providing access, opportunity, fair treatment, and advancement for all people. Believing that “God is Found in Everyday Activities” we will do our best to eliminate barriers that prevent full participation in our programs and services. We believe “Loving Relationships” means that all are welcome, all are neighbors, and there are no exceptions. With this belief we aim to create an environment in which any individual or group can feel welcomed, respected, supportive, and valued.

Holy Family Institute is an Equal Opportunity Employer

Holy Family Institute and its affiliated organizations are committed to an environment that respects and values every human being and individual differences. We will invest time and resources to create an inclusive environment for all of our stakeholders. This means we will respect diversity that includes race, ethnicity, gender, socioeconomic status, education, disability, language, and sexual orientation. We also believe that we should be “Faithful Listeners” and embrace diversity of ideas, perspectives, and values. We believe in providing access, opportunity, fair treatment, and advancement for all people. Believing that “God is Found in Everyday Activities” we will do our best to eliminate barriers that prevent full participation in our programs and services. We believe “Loving Relationships” means that all are welcome, all are neighbors, and there are no exceptions. With this belief we aim to create an environment in which any individual or group can feel welcomed, respected, supportive, and valued.

Holy Family Institute/Nazareth Prep is an Equal Opportunity Employer.