Trip Coordinator

Trip Coordinator

Reports To: Director of Transportation

Department/School: Transportation

Duty Days: 240

Wage/Hour Status: Non-Exempt

Primary Purpose: Support transportation operations by coordinating all aspects of district transportation for extracurricular trips. The Trip Coordinator is responsible for planning, scheduling, assigning personnel and vehicles, communicating with stakeholders, maintaining accurate records, and ensuring every field trip is executed safely, efficiently, and cost-effectively. This position requires exceptional organizational skills, proactive communication, initiative, sound judgment, and the ability to manage multiple priorities while meeting strict deadlines. The Trip Coordinator serves as the central point of communication between campuses, coaches, sponsors, drivers, mechanics, routing personnel, and Transportation Administration.

Qualifications

Education/Certification: High School Diploma or GED preferred Valid Texas Commercial Driver License (CDL) Class A or B with Passenger (P) and School Bus (S) Endorsements Successful completion of behind-the-wheel training Successful completion of Texas Department of Public Safety School Bus Certification Course Texas Association for Pupil Transportation Supervisor Certification preferred

Experience: Minimum three (3) years school bus driving experience Minimum two (2) years driving for Splendora ISD preferred Previous dispatch or transportation office experience preferred Previous experience using district trip management software Minimum age of 21 years

Special Knowledge/Skills: Maintain exceptional organizational and time management skills. Effectively prioritize multiple assignments while meeting all deadlines. Communicate professionally and proactively with administrators, coaches, sponsors, drivers, parents, and coworkers. Take initiative in identifying concerns and requesting assistance before problems arise. Work independently with minimal supervision while maintaining accountability. Utilize routing and trip management software proficiently. Maintain accurate records and documentation. Exercise sound judgment and problem-solving skills. Operate a school bus when necessary. Successfully pass DOT physical, drug/alcohol testing, criminal history review and maintain an acceptable driving record.

Major Responsibilities and Duties

Coordinate all district transportation requests from initial submission through trip completion within district software. Review requests daily to ensure timely processing. Schedule buses, drivers, substitute drivers, coaches, and support vehicles. Assign trips based on driver availability, route completion times, seniority (where applicable), qualifications, and operational efficiency. Coordinate special transportation needs, including Special Education accommodations. Verify vehicle availability, seating capacity, accessibility, and equipment requirements. Ensure all assigned vehicles are fueled, clean, inspected, and ready for departure. Prepare and distribute complete trip packets including: driver assignment, keys, trip paperwork, fuel cards, seating charts, and emergency contact information. Ensure all required documentation is completed before departure. Maintain proactive, timely, and professional communication. Communicate daily with Transportation Administration regarding trip status. Notify sponsors immediately of scheduling conflicts. Confirm trip details with campuses, sponsors, coaches, and drivers 4872 hours before departure. Coordinate with the Route Coordinator and the Dispatch department regarding driver availability and route coverage. Communicate operational changes promptly. Respond to emails, phone calls, and requests in a timely manner. Develop and continually improve processes that increase efficiency. Prioritize work to meet established deadlines. Utilize dedicated work hours for focused trip planning activities. Monitor upcoming trips to prevent scheduling conflicts. Coordinate with mechanics regarding vehicle readiness. Identify opportunities for combining trips to reduce district costs. Recommend operational improvements to Transportation Administration. Meet all assigned deadlines. Complete work accurately with minimal errors. Verify all driver qualifications before assignment. Maintain records of trip expenditures and billing. Consistently demonstrate initiative, communication, time management and accountability. Drive any bus, route or activity trip when operationally necessary. Assist dispatch operations during emergencies or high-volume call times. Conduct field trip training for drivers and sponsors as assigned. Serve as an emergency transportation contact during evenings and weekends. Provide outstanding customer service by, maintaining positive working relationships with all stakeholders, responding professionally to concerns, demonstrate patience and professionalism during stressful situations and represent the Transportation Department in a positive manner. Participate in and lead professional development. Research policies and procedures before taking action. Maintain confidentiality. Perform other duties as assigned.

Supervisory Responsibilities: None

Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including computer and peripherals; school bus, two-way radio, safety equipment including but not limited to flare, reflective signs and fire extinguishers Posture: Frequent standing; frequent kneeling/squatting, bending/stooping, pushing/pulling and twisting; work in tiring and uncomfortable positions. Motion: Frequent walking; frequent climbing, grasping/squeezing, wrist flexion/extension and overhead reaching; frequent driving. Lifting : Heavy lifting and carrying (45 pounds and over) on a daily basis. Environment: Work outside and inside, on slippery or uneven walking surfaces; frequent exposure to extreme hot and cold temperatures, dust, toxic chemicals and materials, noise, vibration and electrical hazards; may work in tight or enclosed spaces; may work alone; regularly work irregular hours; occasional prolonged hours. Mental Demands: Maintain emotional control under stress.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.