What are the responsibilities and job description for the Transportation Administrative Assistant position at Nazareth Prep?
Transportation Administrative Assistant
Reports to: Director of Transportation
Location: Nazareth Prep
FLSA Status: Hourly/Nonexempt
Hours: Monday – Friday with flexibility to meet the needs of the program. This is a full-time 12-month position
General Statement of Duties:
The Administrative Assistant will assist the Director of Transportation with various administrative tasks and functions related to the transportation needs of Nazareth Prep and student activities.
Responsibilities:
- Coordinate daily student transportation schedules, routes and assignments.
- Serve as a liaison between the Director of Transportation, parents, school staff, and transportation vendors to coordinate and address student transportation needs, ensuring clear communication, and timely problem resolution.
- Maintain accurate student transportation records, including pickup/drop-off locations, emergency contracts, and transportation requests.
- Process transportation registrations, changes, and cancellations.
- Monitor attendance and transportation exceptions, ensuring student safety and accountability.
- Assist with transportation budgeting, invoicing, and payment reconciliation.
- Maintain driver, vehicle and vendor documentation in compliance with applicable regulations.
- Track and report transportation-related incidents, delays and service concerns.
- Respond promptly to parent inquiries and resolve transportation issues professionally.
- Generate transportation reports and maintain departmental databases.
- Coordinate field trip transportation request and scheduling in collaboration with the Director of Transportation.
- Support transportation planning for special events, extracurricular activities, and emergency situations.
- Perform general administrative duties including filing, data entry, document preparation and answering phone calls.
- Facilitate new hire training for “Driver Safety”.
- Must be able to transport students in agency vehicles as needed.
- Perform additional duties as assigned by supervisors.
Qualifications and Minimum Requirements:
- Excellent written and verbal communication skills with team, faculty, staff, and mentors.
- Maintain data entry, data edits, and reports,
- Collect, manage and track paperwork and schedules.
- Attention to detail, and ability to multitask in an agile human services work environment.
- Ability to work well with the public and staff.
- Substantial organization and analytic ability.
- Computer skills including Microsoft, Google, Excel, Sheets, Powerpoint, Word, Windows.
- Knowledge of office machines, including copiers and fax machines and database systems.
- Adheres to other requests as indicated by supervisor.
Education and other work requirements:
- High School Diploma with at least 5 years of administrative experience.
- Valid Pennsylvania background clearances (Act 33, Act 34, PDE FBI) or ability to obtain prior to start and valid PA driver’s license.
- Must complete Dioceses of Pittsburgh requirements upon hire
Physical Requirements:
- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards
- Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
- Must be able to talk, listen and speak clearly in person/on telephone.
HFI MISSION DUTIES:
Holy Family Institute (HFI) is a 125-year-old Catholic organization with an impeccable history of serving children and families in the Pittsburgh Region. We are one of Pittsburgh’s largest social service organizations operating 15 programs in three counties. We are an independent organization guided by Catholic Social Teachings and serving people of all faiths and backgrounds.
ABOUT NAZARETH PREP:
Nazareth Prep is an independent Catholic high school that delivers a rigorous, internship-centered education preparing students for college, careers, and lives of purpose. Through a challenging academic and faith-based environment, students develop as compassionate, creative, and critical thinkers dedicated to making a positive impact. We foster a mission-driven culture where experienced educators uphold high expectations, support each student’s growth, and build meaningful relationships grounded in faith, service, and recognizing God in everyday life.
COMMITMENT TO SOCIAL JUSTICE
Holy Family Institute and its affiliated organizations are committed to an environment that respects and values every human being and individual differences. We will invest time and resources to create an inclusive environment for all of our stakeholders. This means we will respect diversity that includes race, ethnicity, gender, socioeconomic status, education, disability, language, and sexual orientation. We also believe that we should be “Faithful Listeners” and embrace diversity of ideas, perspectives, and values. We believe in providing access, opportunity, fair treatment, and advancement for all people. Believing that “God is Found in Everyday Activities” we will do our best to eliminate barriers that prevent full participation in our programs and services. We believe “Loving Relationships” means that all are welcome, all are neighbors, and there are no exceptions. With this belief we aim to create an environment in which any individual or group can feel welcomed, respected, supportive, and valued.
Holy Family Institute is an Equal Opportunity Employer