Transportation Coordinator

DEPARTMENT/PROJECT OVERVIEW  

The Boys & Girls Clubs of Greater San Diego (BGCGSD or Club) CHANGES LIVES through quality programs and guidance in a safe, affordable and fun environment. BGCGSD’s mission is to inspire and enable youth to achieve academic success, build good character and responsible citizenship and make healthy lifestyle choices. We have been providing a safe, fun and positive environment with trained and dedicated professional staff. Members are involved in age-appropriate activities based upon our three priority outcomes of Academic Success, Character Development and Healthy Lifestyles.

POSITION OVERVIEW  

Under the supervision of the Safety Manager, the Transportation Coordinator is responsible for overseeing and coordinating transportation operations for BGCGSD. This position manages daily bus routes and schedules, promotes member safety, and ensures compliance with all applicable bus operation laws and regulations.

Essential duties include providing technical guidance to drivers, coordinating required training and certifications, investigating and reporting transportation related complaints, and evaluating staff members performance. The Transportation Coordinator participates in the planning and coordination of transportation services to support organizational needs.

The Transportation Coordinator oversees all Club drivers and ensures compliance with legal requirements and BGCGSD policies. The position maintains accurate and up-to-date records, including vehicle maintenance reports, CHP certifications, vehicle registrations, driver documentation, and transportation and driver schedules. The role works collaboratively with Human Resources and the Safety Department to onboard new hires and ensure ongoing compliance with organizational policies and procedures.

EMPLOYEES DIRECTLY SUPERVISED:

Bus Drivers

FUNCTIONS WITH CORRESPONDING TASKS

Function Name/Tasks

1. VEHICLE MAINTENANCE AND REPORTING

1. Communicates with the Maintenance Director regarding bus and vehicle repairs and preventive maintenance; monitors the status of repairs; and identifies and reports the need for additional drivers or equipment.
2. Prepares and maintains a variety of records and reports related to routing, schedules, accidents and other transportation services, reviews daily time reports, bus records, fuel use and vehicle inspection records.
3. Responds to driver-involved accidents; travels to accident scenes as needed; conducts internal accident investigations; gathers information and photographs; assists students and staff; obtains accident reports from the California Highway Patrol and local law enforcement agencies; and reports accidents to Cheif of Human Resources and Senior Management in accordance with organizational procedures.
4. Inspect vehicle regularly to ensure compliance with safety standards; manage preventative maintenance schedules including oil changes and tire rotation, track vehicle mileage usage, alternative transportation, vehicle, and other related reports and records.
5. Oversee vehicle repair records and driver files, ensuring all Club locations with transportation programs have the most current information.  Maintain duplicate file in the Transportation office.
6. Responsible for fueling Club vehicles and for maintaining fuel log of fuel purchases.
7. Coordinate annual CHP Terminal Inspections for all locations and implement   required corrections and obtain approval from the Maintenance Director.
8. Maintain driver files in accordance with CHP requirements and track expiration date’s all required certificates.
9. Coordinate orderly storage of vehicle parts and supplies. Oversee the orderly storage and inventory of vehicle parts and supplies.

2. TRAINING

1. Trains, supervises, and evaluates the performance of assigned bus drivers; interviews and recommends selection of employees; recommends transfers, reassignments, terminations and disciplinary actions.
2. Schedules and conducts a variety of training sessions for bus drivers, including behind-the-wheel training renewal courses for bus drivers.
3. Coordinates with licensed School Bus Trainers to conduct mandatory annual refresher training for new school bus applicants.
4. Observes driver performance during routes, provides feedback, and develops improvement plans as needed.
5. Identifies training needs, recommends professional development opportunities, and promotes continuous improvement for drivers/staff.
6. Arranges specialized training on new equipment, updated safety protocols, changes in transportation regulations, and departmental standard operating procedures (SOPs); ensures training materials and programs reflect the most current requirements.
7. Updates and maintains departmental SOPs and integrates revisions into driver training programs to ensure consistent compliance across all locations.

3. SUPERVISION

1. Ensures all accident response and investigation activities comply with U.S. Department of Transportation (DOT), California Highway Patrol (CHP), and BGCGSD policies and procedures.
2. Conducts onboarding and orientation for new drivers in partnership with Human Resources, covering organizational policies, procedures, safety standards, and department-specific training. 
3. Supervise the daily operations of drivers ensuring adherence to schedules, routes and safety protocols.  
4. Manage the performance of direct reports by coaching, counseling, and disciplining employees, planning, monitoring, and appraising job results.
5. Consult with Maintenance Director on daily operations issues and with VP Human Resources on personnel matters.
6. Provides occasional driver coverage for Club buses or vans as needed for members transportation and field trips.

4. ADMINISTRATION

1. Communicates with school site staff, administrators, parents and outside agencies to exchange information, coordinate activities and resolve issues, concerns and questions regarding transportation services, student behavioral problems and special accommodations for students.
2. Maintains a variety of transportation personnel records including license and certificate expirations, medical expirations and training hours required for the renewal of the school bus driver certification.
3. Attends a variety of meetings, conferences and workshops to maintain current knowledge of and assist in the implementation of safety and transportation codes, regulations, laws and related matters.
4. Maintain current knowledge of federal and state guidelines and departmental policies and procedures.
5. Coordinate transportation and scheduling of licensed Club staff for after school pick-ups and field trips.
6. Participates in staff meetings and other departmental planning sessions as required.

QUALIFICATIONS

1. Must be 18 years of age with a High School diploma or GED 
2. Minimum of two years of demonstrated experience with direct supervision. Skill to give clear guidelines to staff, audit their work results and provide feedback and evaluation of their performance.
3. Possession of a valid California Commercial Drivers’ License (CDL) or CDL (Class B) license with Passenger and School Bus Endorsements, and air brake certification, or ability to provide no later than six months after the start of employment. Have First Aid and CPR Certification, or ability to provide within 30 days of hire.
4. Verification of safe driving record satisfied by submitting a Department of Motor Vehicles Driver’s H6 printout.
5. Ability to operate school bus in a safe and responsible manner after obtaining required certification, adhering to scheduling systems; reading and following route sheets; complying with established guidelines.
6. Monitors members and other passengers during transit; maintain discipline as needed for the purpose of ensuring the safe transportation of all passengers.
7. Strong oral and written command of the English language with basic math and writing skills to complete maintenance reports, vehicle logs and drafting routine reports and correspondence.
8. Excellent interpersonal skills to effectively communicate in a professional manner. Able to work with a diverse population at all levels of the organization.
9. Experienced schools bus or heavy duty vehicle driver. Competent with rules and regulations of the road; and safety practices and procedures.
10. Demonstrated knowledge of computer applications involving database management, spreadsheets, word processing, email, electronic calendaring and internet searches.
11. Reading and understanding codes, laws, regulations and policies are critical along with basic budgeting, accounting, data entry and electronic file system knowledge.
12. Proven ability to work independently, under pressure, and manage multiple concurrent tasks and responsibilities and changing priorities while maintaining professionalism.   Strong analytical and problem solving skills to identify issues and create action plans.
13. Established supervisory skills to recruit, train and assign work, conduct performance evaluations, and manage performance. Clearly communicate job expectations, mediate conflicts, conduct staff meetings, design development and training programs, employ organization and team building techniques.

SPECIAL CONDITIONS OF EMPLOYMENT

• This is a safety sensitive position, and employees will be subject to Department of Transportation Drug Testing Guidelines.
• Maintains compliance with the organization's drug-free workplace policy.
• Successful completion of pre-employment background check.
• Child Development drivers must provide verification of influenza, pertussis, and measles immunizations. 
• Valid California Commercial Driver's License (CDL) OR CDL (Class B) license.
• Passenger and School Bus Endorsements, Air Brake Certification, no later than six months after the start of employment.
• DOT Medical Examiners Certificate and First Aid Certificate.
• NOTE: This classification has been identified as a safety-sensitive job class based on the guidelines of the U.S. Department of Transportation. Employees in this job class are subject to random selection for alcohol or controlled substance testing.

BENEFITS WE OFFER

• Medical, dental, vision, vacation, and sick leave 
• Discounted membership for Club services for eligible dependents
• Employee Assistance Program (EAP): Access to confidential counseling and support services.
• 401(k) savings and investment plan with employer match 
• Professional Development
• Staff Member Discounts and Perks 

The information presented is intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  

DISCRIMINATION STATEMENT  

The BGCGSD prohibits discrimination against current staff or applicants on the basis of sex (including pregnancy, childbirth, or related medical conditions), race, religion, color, national origin, physical or mental disability, protected medical condition, marital status, age, sexual orientation, gender identity, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law. BGCGSD is an equal opportunity employer.