Travel Program Coordinator

Position Title: Travel Coordinator (K–12)

Status: Full-Time, 12-Month Position
Start Date: August 1, 2026

Position Summary:

The Travel Coordinator (K–12) is responsible for centralizing and overseeing all overnight student travel across the school, with primary responsibility for academic and co-curricular programs, including domestic and international travel.

This role serves as the school’s central hub for travel planning, logistics, documentation, communication, and travel-related risk management. The Coordinator partners with faculty and campus leadership to ensure all academic travel is well organized, compliant with school standards, and aligned with best practices for student safety, supervision, and risk mitigation, while also providing guidance and support to the Athletics Department to promote consistency in travel practices.

Essential Functions

• Travel Planning & Logistics: Coordinate transportation, lodging, and related logistics for all overnight travel; maintain centralized travel calendars, itineraries, and participant rosters; partner with trip leaders and campus heads to plan and standardize travel processes
• Communication & Documentation: Provide timelines, checklists, and required documentation to trip leaders; ensure completion of waivers, medical forms, and emergency contact information; serve as a point of contact for families; ensure leadership has complete travel information prior to departure
• Risk Management & Compliance: Manage travel waivers, consent forms, and medical documentation; ensure compliance with school policies, supervision standards, and risk management guidelines; coordinate training and resources for faculty and chaperones
• Emergency Preparedness & On-Call Coordination: Confirm clear on-call coverage and escalation plans for each trip; support real-time decision-making during travel-related emergencies; ensure all emergency information is accessible to appropriate personnel
• Systems & Process Development: Develop and maintain a comprehensive K–12 Travel Guide; create standardized templates, tools, and tracking systems; continuously evaluate and improve travel processes and procedures

Qualifications

• Bachelor’s degree required, master’s degree preferred, or an equivalent combination of education and relevant experience
• Minimum of three years of experience coordinating programs, events, or travel logistics
• Experience in travel coordination strongly preferred
• Experience working in an academic or school setting and directly with students preferred
• Project management experience a plus
• Strong organizational skills and attention to detail
• Ability to manage multiple projects and deadlines simultaneously
• Excellent communication, collaboration, and problem-solving skills
• Ability to exercise sound judgment in dynamic and time-sensitive situations
• Preference will be given to candidates with experience in an educational setting, including teaching, academic programming, or student-facing roles, as well as experience coordinating international travel

Physical Requirements

• Ability to sit or stand for extended periods of time
• Ability to lift and carry up to 25 pounds
• Ability to travel locally as needed
• Ability to respond to urgent situations outside of standard working hours
• Frequent use of a computer and standard office equipment

Additional Responsibilities

• Perform other duties as assigned in support of school operations
• May serve as a student advisor beginning after the first year, based on school needs