Transportation And Student Activities Coordinator

SCHEDULE: Approximately 40 hours/week, Monday – Friday, including some Friday and Saturday nights throughout the regular academic year, and Sundays on travel days. Schedule may vary according to departmental and Academy needs.

• Essential Personnel (details in additional requirements)

Position Purpose

Supports the mission on the Student Activities department: to develop a student activities program that meets the needs of a diverse student population through effective oversight of student transportation, the Student Center building and personnel.

Job Responsibilities

Transportation

• Works with Procurement Manager to secure bids for transportation from various vendors for upcoming school year. Directly responsible for creating bus transportation schedules (also includes all of Summer School).
• Works with accounting and dean’s office to coordinate shuttle ticket sales (includes actual selling of tickets through SA POS station).
• Works closely with ESSO to coordinate and secure transportation.
• Schedules and coordinates transportation for all clubs, dorms, student activities, dean of students and limited academic groups on campus (i.e. Academy Life Day, fan buses for Exeter/Andover). Assists with athletic transportation, as needed.
• Oversees and maintains budget for school provided transportation.
• Works with Campus Safety to secure parking on town streets for safe, legal load zones around campus for all bus moves (includes Summer School).
• Schedules and coordinates transportation for global opportunities trips.
• Monitors weather, traffic, road conditions, road and rest area closures and airport conditions daily to ensure travel runs smoothly.
• Works with appropriate agencies (i.e. NYC Port Authority) on permissions for shuttle buses going to and picking up from various airport locations.
• Works with drivers to coordinate any unaccompanied minor situations that may arise.
• Communicate transportation reservations and coordinate vehicle usage with Campus Safety.
• Creates and publishes information on school year transportation and schedule changes that is communicated to families and posted in student, faculty and parent portals; ensures up to date information on transportation.
• Schedules and coordinates all ground transportation for both regular and Summer School (to Logan, Manchester and NYC,) for preseason sports, opening and closing of school and major breaks (also includes all of Summer School) working directly with Boston and Manchester airport ground transport offices to ensure safe, legal drops and pick up for students.

Student Activities Program

• Ensures that conduct and behavior of all building patrons are consistent with Academy and building policies.
• Responds appropriately to any emergency or unusual event in the Academy Center.

• Hires and schedules building supervision, including PT student activity assistants and game room proctors.

• Works with class and club advisers in planning events (i.e. International Day, Asian Night Market).
• Works with senior class advisers and class committee/sub-committees in prom preparations to include such things as scheduling all outside vendors to come to campus (tuxedos and flowers) for pre-bookings and as needed, day of event; menu selection, transportation, chaperones.
• Develops a working knowledge of all AV equipment and provides and/or coordinates technical assistance during events.
• Oversees procurement of provisions for club, group, student activities (and sometimes dorm) events; assists in creating, coordinating and hosting small group activities.
• Obtains cost projections and ensures that billing is accurate for student activities transportation, dining hall and miscellaneous charges.
• Works closely with Director/Asst. Director on all aspects of student activities.

Knowledge, Skills and Competencies

• Ability and willingness to travel (by car, air, train or bus) domestically and internationally as needed.
• Demonstrated ability to work with students by building trust and credibility.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• A strict adherence to confidential policies is required.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.

• Proficient in MS Office.

• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Willingness and ability to learn additional applications as needed.

Direct/Indirect Reports

Academy Drivers

Position Requirements

Education

• Bachelor’s degree or equivalent combination of education and experience is required.

Experience

• 2 - 3 years’ experience in building operations management preferred.
• 3 - 5 years’ experience working with adolescents in an educational setting preferred.
• 2 - 3 years’ experience in transportation coordination preferred.
• 2 - 3 years’ experience using a relational database preferred.

Additional Requirements

This position is considered “Essential Personnel” in the event that:

• Inclement weather forces the closing of campus or;
• Other emergency events deemed appropriate.
• An emergency occurs on the PEA Campus or in the vicinity that would impact PEA;

Essential Personnel are required to report to or remain at work if instructed to do so if contacted directly by the supervisor (or his/her designee), the Principal or a member of the Principal’s Staff (Leadership Team).

Phillips Exeter Academy requires all employees to be vaccinated against COVID-19, unless they have received a medical or religious exemption.