Transportation Manager

ABOUT ADOPT A CLASS

Adopt A Class is a non-profit organization dedicated to fostering relationships between businesses and classrooms to empower students and strengthen communities. We connect volunteer mentors from the professional world with teachers and students at underserved schools, providing essential life skills and career mentorship.

POSITION SUMMARY

The Transportation Manager plays a vital operational role in executing field trip transportation logistics for Adopt A Class student experiences and mentor-led field trips. This role is Part-Time (20 hours/week) and Seasonal (approximately August 15 - May 30). Serving as the primary central contact, this position coordinates closely with transportation service providers, school liaisons, mentor leads, and program managers to ensure safe, efficient, and accurately budgeted travel arrangements. This role also supports a small portfolio of schools and mentor teams by assisting with school visits, mentor team coordination, student experiences, and program tracking.

ESSENTIAL JOB RESPONSIBILITIES

Transportation Logistics & Communication

• Vendor Liaison: Serve as the primary operational point of contact for First Student; communicate initial trip orders bi-weekly and issue change orders as needed.
• Internal Coordination: Maintain active, daily communication with Mentor Leads, School Liaisons, and Program Managers regarding trip scheduling and logistics.
• Inbox Management: Actively monitor and manage the central Transportation email account on a daily basis to address inquiries promptly.

Data Entry & Reporting

• Order Monitoring: Continuously monitor the CCFT Salesforce report and Mentor-Led Trip Form report (up to daily).
• Data Accuracy: Format and transfer data from reports into required First Student ordering systems, ensuring complete accuracy prior to submission.
• Record Management: Record cancellations immediately and maintain organized supporting documentation in OneDrive and SharePoint.

Event & Trip Coordination

• Travel Calculation: Calculate trip distance and travel time requirements for upcoming program events and field trips.
• Confirmations & Sharing: Process trip confirmations, archiving full documentation in OneDrive and uploading shared files to SharePoint for stakeholder access.

Billing Assistance & Reimbursements

• Invoice Verification: Verify trip occurrence and billing accuracy before approving vendor invoices.
• Financial Tracking: Track trip cancellations and tag specific confirmations required for reimbursement packages.

School Liaison

• School & Mentor Team Support: Manage 1-2 schools and associated mentor teams, attend school visits, coach mentor teams, and support monthly activity planning.
• Training, Experiences & Reporting: Deliver mentor team onboarding, oversee industry field trips and student experiences, and track progress in Salesforce with accurate documentation of key touchpoints, contacts, prospects, and program activity.

QUALIFICATIONS

Required Qualifications:

• 3 years of relevant experience in operations, transportation logistics, or administrative coordination.
• Exceptional organizational skills, strict attention to detail, and high standards for data accuracy.
• Strong interpersonal skills with proven ability to communicate effectively with external vendors and internal teams.
• Ability to manage multiple project tasks simultaneously and adapt to changing priorities in a fast-paced environment.
• Possess a personal vehicle, valid driver's license, and current auto insurance.
• Must successfully pass a background check prior to start.
• Knowledge and experience with Microsoft365.

Preferred Qualifications:

• Proficiency with software platforms such as Salesforce CRM.
• Prior experience liaising with third-party bus companies, school district transportation services, or other logistics experience.
• Background working in non-profit management, educational environments, or youth programming.

COMPENSATION & BENEFITS

• Competitive Hourly Rate: $22-26/hour based on qualifications and experience.
• Mileage Reimbursement: Standard reimbursement for organizational travel.
• Cell Phone Stipend: Monthly stipend provided for official communication.
• Flexible Work Environment: Supportive culture offering a hybrid work setup with Mondays in office from 9am–3pm and flexible scheduling during remaining business days.