Transportation Coordinator and Operations Administrative Assistant

New Canaan Country School - New Canaan, CT

Full-time

New Canaan, CT

501-1,000 employees

Educational Services

About the position

The Transportation Coordinator and Operations Administrative Assistant roles at New Canaan Country School are designed to ensure efficient transportation management and smooth office administration. The Transportation Coordinator is responsible for coordinating student transportation, addressing issues, and liaising with various stakeholders, while the Operations Administrative Assistant focuses on maintaining office organization, supporting operations, and managing administrative tasks. Both positions require strong organizational skills and the ability to multitask effectively in a dynamic environment.

Responsibilities

• Confer with school officials, parents, and outside agency officials on student transportation problems, procedures, and requirements.
• Answer requests for information on bus routes and stop locations, and review requests for schedule changes.
• Prepare accurate student lists to send to the routing company, including parent feedback from transportation surveys.
• Meet with the routing company to review routes and provide driver feedback.
• Greet buses upon arrival at 8:00 am and assist operational supervisors with day-to-day problems.
• Evaluate depot managers' performance and make recommendations regarding Operations personnel.
• Print, organize, and review afternoon dismissal sheets, and oversee the 3 p.m. and 4:15 p.m. dismissals.
• Assist the director with the department's yearly billing spreadsheet.
• Meet with other divisions/departments to promote interdisciplinary programs.
• Act as a liaison between the department and schools and the community.
• Reserve buses for field trips and athletic games.
• Ensure smooth office administration and organization on a day-to-day basis.
• Support operations by maintaining office systems and supervising staff.
• Organize meetings with contractors and manage databases of contact information and project timelines.
• Organize event forms for all upcoming events and distribute them to the team.
• Assist the Director with campus housing, updating leases, managing work orders, and overseeing move-ins.
• Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Work collaboratively with staff to develop, implement, and improve administrative functions related to the organization's projects and activities.
• Manage vendor files, obtain estimates and contracts, and research products and services.
• Manage and process checks and electronic payments, bills, invoices, and receipts; oversee expenses and track payments; assist with other financial matters as needed.
• Assist the Director of Operations on special projects as needed.

Requirements

• Organized and able to multitask effectively.
• Excellent customer service skills.
• Excellent written and verbal communication skills.
• Working knowledge of Google Docs.
• Good understanding of reading maps.