Transportation & Program Logistics Coordinato

SUMMARY 

The Transportation & Program Logistics Coordinator is responsible for coordinating safe, efficient, and responsive transportation services for Prep Academy and transportation needs that support Residential programming. The position coordinates transportation routes, transportation vendors, family and staff communication, transportation procedures, emergencies, and related documentation. In addition, the Coordinator provides program logistics support for field trips, outside provider visits, program equipment, special events and food-related logistics, emergency readiness materials, and arrival/dismissal systems. The Coordinator works closely with the Program Director, program staff, Administrative Coordinator, Operations, families, and external vendors to ensure transportation and program logistics are coordinated effectively.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Contributes to creating a welcoming and inclusive environment for clients, colleagues, families, and community partners from diverse backgrounds and experiences.
• Integrates principles of Trauma Informed Care in all aspects of work.
• Demonstrates sensitivity to the culture and socioeconomic characteristics of the children and families served.
• Coordinates Prep Academy student transportation and transportation needs that support Residential programming.
• Optimizes transportation services to support safe, efficient, and reliable service delivery.
• Develops, evaluates, and monitors transportation routes for efficiency and safety.
• Facilitates communication with agency staff and leadership regarding transportation services, route changes, systems, requirements, and service disruptions.
• Facilitates transportation-related training for outside transportation vendors and agency employees involved in transportation duties.
• Manages and monitors transportation expenditures and budget-related needs within assigned responsibilities.
• Communicates with parents and guardians in a clear and professional manner regarding transportation services, expectations, route changes, and transportation concerns.
• Coordinates and communicates transportation emergencies in a safe and effective manner in accordance with agency practices and policies.
• Maintains and monitors compliance with applicable federal and state rules, regulations, and Board Policies related to transportation.
• Establishes and maintains processes to assess transportation needs and identify procedures to improve transportation performance.
• Works closely with program leadership, staff, Operations, and transportation vendors to support program goals and continuity of client services.
• Maintains and develops transportation procedures and related program logistics processes as assigned.
• Works strategically with agency and program leadership to support safe, efficient, and flexible transportation and logistical needs.
• Coordinates field trip and activity logistics for Prep Academy and Residential, including transportation arrangements, location and vendor logistics, schedules, meals, emergency contact packets, and coordination with the Administrative Coordinator regarding permission status tracking.
• Coordinates logistics for outside provider visits by supporting arrival instructions, building access, appropriate space, and coordination with program operations.
• Coordinates and helps maintain program equipment and shared logistical resources, including radios, transportation tablets, walkie-talkies, coolers, event materials, outdoor equipment, and storage systems.
• Coordinates logistics for special events, catered staff or client events, summer vendors, picnics, and other approved program activities, including setup and related operational needs.
• Supports emergency readiness logistics by maintaining transportation emergency materials, go-bags, communication equipment, and other nonclinical emergency-readiness supplies in partnership with program leadership.
• Coordinates arrival and dismissal systems, including the operational flow of buses and vans, loading locations, route changes, dismissal lists, and transportation communication. Staff and client supervision during arrival and dismissal remains under program/direct-care leadership.
• Performs other duties as assigned.

QUALIFICATIONS

• Ability to maintain a high degree of empathy, patience, and professionalism when working with clients, families, staff, and community partners.
• Ability to build effective working relationships with employees, managers, vendors, and families and foster open, clear, and timely communication.
• Ability to multi-task, prioritize, and maintain organization in a fast-paced and changing environment.
• Ability to remain flexible and adaptable as transportation and program needs change.
• Ability to maintain confidentiality when working with client information, agency information, and sensitive situations.
• Ability to define problems, collect and review information, establish facts, and identify practical logistical solutions.
• Ability to interpret and analyze transportation and logistical information to determine appropriate routing, scheduling, and coordination solutions.
• Quality orientation and strong attention to detail.
• Experience developing and documenting procedures.

EDUCATIONS & EXPERIENCE

• High school diploma or GED required.
• Minimum three (3) years of work experience in transportation operations or a similar logistical position.
• Valid Driver's License and proof of Auto Liability Insurance Coverage.
• Proficiency with Microsoft Office products, including Outlook, Word, and Excel.
• Experience working with children and families.

• Ability to read, analyze, and interpret common agency documents, strategic initiatives, procedures, and business contracts.
• Ability to respond professionally to inquiries or complaints from clients, families, regulatory agencies, vendors, or members of the business community.
• Ability to effectively present and communicate information to employee teams, leadership, regulatory agencies, and service providers.
• Ability to communicate sensitive information to client families and employees in an appropriate and compliant manner.
• Working knowledge of Microsoft Office products and ability to use technology required for transportation and program logistics coordination.

WORK REQUIREMENTS

• Ability to travel locally to meet with vendor agencies or support transportation and program logistics needs.
• Ability to work evening and/or weekend hours when required by transportation, program activities, or administrative needs.
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and listen.
• The employee may occasionally be required to climb or balance, stoop, kneel, crouch, crawl, reach, push/pull, drive, and lift and/or move up to 35 pounds.