Transportation Coordinator

Fairfield University; Fairfield (CT); On-site; USD 60,000 - 75,000; Full time

Job summary

Fairfield University is seeking a Transportation Coordinator to support daily operations of shuttle services, fleet maintenance, accessibility transportation, and event-related transit needs. You will coordinate schedules, manage billing, assist with vendor communications, oversee the vehicle fleet and key management system, and supervise student workers involved in transportation operations.

The role requires strong organization, excellent communication, and knowledge of ADA accessibility

Qualifications

• Bachelor’s degree preferred.
• Minimum of 2 years of transportation operations experience.
• Strong organizational and time-management skills.
• Excellent communication and customer-service skills.
• Familiarity with transportation scheduling and vendor coordination.
• Basic knowledge of ADA requirements and accessibility transportation practices.

Responsibilities

• 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.

Skills

Organizational skills

Time management

Communication skills

Customer service

Scheduling/route optimization

Vendor coordination

ADA knowledge

MS Office

Fleet compliance

Education

Bachelor's degree

Tools

Transportation scheduling tools

Workday

Event management software

Fleet maintenance tracking software

Key management system

Job description

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 ensures that student drivers are properly authorized, approved, and compliant with University transportation policies and safety regulations, serving 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 an equivalent combination of education and relevant experience.

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.
• Maintain 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.
• 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.
• Oversee Training and Management of Student Transportation Staff; train and assist in overseeing student staff to support transportation operations and vehicle fleet maintenance.
• Coordinate student staff to complete daily vehicle assessments to ensure fleet is ready for next rental/trip.
• 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 and best practices for transportation reservations.
• Review transportation information on department website and update as needed.

Category

Auxiliary (OCEM) – Admin

Disclaimer and Equal Employment Opportunity Statement

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, 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.