The Transportation and Program Specialist leads all transportation activities for Concordia Language Villages programs. The Specialist provides safe and timely transportation to all staff and participants. They will oversee all aspects of transportation, from communication with customers to managing relationships with bus services, airports, and overnight stay locations.
The Transportation and Program Specialist supports the Village Weekend school group program by processing reservations, updating documents, internal and external communication, and monitoring and assisting with registrations.
40% Program:
- Maintain and update documents
- Respond to reservation requests, maintain master reservation sheets, and create school accounts.
- Draft confirmations and communications to schools, providing unique login information to schools.
- Monitor and assist with registration.
- Maintain legacy Access database.
- Prepare program materials
40% Transportation:
- Provide polite, responsive, informative service in a timely manner to enable optimal program engagement by prospective customers.
- Maintain and update forms, documents, manuals and website information.
- Respond to transportation requests; assist participants with completing forms and applying transportation fees to accounts.
- Provide safe and timely transportation for our participants as well as our staff from transportation hubs to various villages on buses or by driving them in 12 to 15-passenger vans.
- Prepare periodic reports, documentation and process required forms to support necessary tracking and follow-up for transportation business activity.
- Create and share a weekly charter transportation schedule.
- Oversee vendor relations by handling scheduling, contracts and invoices.
- Recruit and hire staff to support our transportation hubs.
- Oversee scheduling of transportation staff.
- Oversee transportation staff purchasing cards and petty cash.
20% Support:
- Analyze and prepare data/reports
- Support Customer Experience Specialist in answering customer inquiries and assisting with registration.
- Manage spending and understand budget constraints/impact within the scope of the role
- Assist with, or take the lead, as assigned, in supervising student workers and seasonal office support staff.
- Other duties as assigned.
Minimum Qualifications
- Valid driver’s license
- Two or more years of work experience in a customer service role
- Excellent written and verbal English communication and grammar skills
- Effective interpersonal skills, including with people of diverse backgrounds
- Highly conscientious, organized and detail-oriented
- Possesses a helpful, friendly, collaborative personality
- A good sense of direction and orienting oneself in new spaces
- Knowledge of Microsoft Office Suite and Google applications
- Prior PC use
- Ability to work at a fast pace and problem-solve with limited supervision
- Ability to be flexible, adaptable and dependable
Preferred Qualifications
- Two- or four-year degree and 3-4 years of work experience in a customer service role
- Familiarity with Concordia Language Villages
- Strong interest/awareness in current events around the world
- Strong interest in diversity, equity and inclusion
- Fluency in a second language or experience studying/living abroad
- Ability to organize and prioritize workload to ensure deadlines are met
- Detailed and quality-oriented with a sensitivity to confidential material