[INT] Transportation - Dispatch/Field Trip Coordinator (30549)

Title: Dispatch/Field Trip Coordinator

Calendar/Contract: 250 Days

Hours: 8.0 hours/day | 40.0 hours/week (part-time)

Benefits-Eligible : As outlined in the Benefits Guide

FLSA Status: Non-exempt

Application Note: ONLY INTERNAL APPLICANTS NEED APPLY
This position will remain open until filled after a minimum of five working days (three working days if EMERGENCY HIRE is indicated). Applications will be reviewed prior to scheduling interviews. Current employees should complete the internal candidate application.

Position Summary

The Field Trip/Dispatch School Bus Coordinator is responsible for coordinating all field trip transportation requests, assisting with daily dispatch operations, supporting school bus drivers, and ensuring safe, efficient, and reliable transportation services. This position serves as a liaison between schools, transportation staff, and district personnel while maintaining compliance with district, state, and federal transportation regulations.

Essential Duties and Responsibilities

Field Trip Coordination

Receive, review, and process all field trip transportation requests.

Schedule buses and assign qualified drivers for field trips.

Coordinate with schools regarding trip details, itineraries, departure and return times, and transportation needs.

Ensure adequate driver coverage while maintaining regular route operations.

Prepare and distribute field trip schedules and driver packets.

Communicate schedule changes, cancellations, and updates to schools and drivers.

Verify that all required documentation is complete and accurate.

Dispatch Operations

Assist with daily routing and dispatch activities.

Monitor daily route coverage and respond to driver absences.

Coordinate substitute drivers and route assignments.

Maintain communication with drivers via radio, phone, or dispatch systems.

Respond to emergencies, accidents, mechanical breakdowns, weather delays, and other transportation issues.

Provide real-time support to drivers throughout the school day.

Maintain dispatch logs and operational records.

Customer Service & Communication

Serve as the primary point of contact for schools regarding field trips and transportation scheduling.

Maintain professional communication with administrators, teachers, parents, and transportation staff.

Resolve scheduling conflicts and transportation concerns promptly and professionally.

Provide exceptional customer service while balancing operational needs.

Administrative Responsibilities

Maintain accurate transportation records and reports.

Utilize routing and transportation software effectively.

Assist with payroll documentation, driver time verification, and trip records as assigned.

Track field trip costs and transportation utilization.

Ensure compliance with district policies and state transportation regulations.

Assist with data collection and reporting as needed.

Safety & Compliance

Promote safe transportation practices.

Ensure drivers have all required information before trips.

Assist in coordinating emergency transportation when necessary.

Maintain confidentiality of student and employee information.

Support district safety initiatives and transportation procedures.

Attendance is an Essential Function of this Position

Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration, direct interaction with team members, other staff, students, and/or guardians, and access to on-site equipment and resources.

Other Functions

Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Qualifications

CDL

High school diploma or equivalent required; associate's degree preferred.

Previous experience in transportation, dispatching, logistics, or school transportation preferred.

Knowledge of school bus transportation operations is highly desirable.

Strong organizational and time-management skills.

Excellent verbal and written communication skills.

Ability to prioritize multiple tasks in a fast-paced environment.

Proficient with Microsoft Office, Google Workspace, and transportation software.

Ability to remain calm and make sound decisions under pressure.

Knowledge, Skills, and Abilities

Strong problem-solving and critical-thinking skills.

Ability to coordinate multiple schedules simultaneously.

Excellent customer service and interpersonal skills.

Ability to work independently and collaboratively.

Strong attention to detail and accuracy.

Ability to maintain confidentiality and professionalism.

Ability to adapt quickly to changing priorities and emergency situations.

Physical Requirements

Ability to sit for extended periods while using a computer.

Frequent use of phones, radios, and office equipment.

Ability to move throughout the transportation facility as needed.

Work Environment

This position is primarily office-based within the Transportation Department but requires frequent interaction with drivers, school staff, and district personnel. Occasional early mornings, evenings, and weekends are required. This is a salary position for 250 days a year.

Weber School District has the right to revise this position description at any time.

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER