Summer Transportation Office Assistant

Summer Transportation Office Assistant

Under the direction of the Program Coordinator, the Office Assistant assists the Finance and Human Resources departments by communicating with summer transportation staff applicants; supporting hiring, onboarding, and training of summer transportation staff; and ensuring expense records are kept and hiring documents are completed. This position also serves as a point of contact for parents when contacting the Language Villages about their child.

Applicants for this role must be at least 21 years of age.

Responsibilities:

• Coordinate with the Program Coordinator in hiring of summer transportation staff including recruitment, application review, interviewing, hiring paperwork, onboarding, and training
• Maintain travel records and documents of villagers for transportation coordinators.
• Create and maintain charter plans and communicate with internal and external stakeholders regarding transportation and overnight schedules
• Coordinate with the Human Resources department to ensure I-9 compliance as well as other employment verification responsibilities
• Collect time sheets from transportation staff.
• Manage purchasing systems and maintain records of all expenses
• General office duties include handling transportation communications for parents and staff, photocopying, printing lists
• Applying transportation fees to villager accounts.
• Drive villagers and staff in a Village van when necessary
• Take directions from program and transportation coordinator
• Placing orders or picking up food and supplies for the overnight stay
• Aid the transportation coordinator with logistical questions and planning
• Assist with keeping weekly transportation charter plan on schedule
• Help "villagers" (camper) with airport procedures
• Demonstrate care for villagers' (camper) safety and well being
• Other duties related to summer transportation as assigned

General Expectations of All Staff:

• Be familiar with and abide by specific policies set forth in the "Personnel Policies," which are designated by Concordia Language Villages administration and individual Village deans.
• Read and become familiar with the responsibilities for your specific area of assignment.
• After receiving your Staff Handbook and other material from the transportation department, read all information carefully and thoroughly before beginning your first shift.
• Report to orientation prior to your first shift.
• Model standards for behavior and be sensitive to the health and welfare of the villagers.

Essential Functions of All Positions:

• Emotional resiliency and cognitive abilities to carry out job responsibilities specifically in the busy, noisy, communal environment that is the Village.
• Ability to establish and maintain appropriate professional relationships.
• Ability to exercise good judgment and manage your own needs in order to maintain a youth-centered program.
• Interpersonal skills to interact effectively with individuals and groups in respecting social and cultural diversity and to maintain appropriate boundaries.

Provision of essential functions helps assure compliance with the Americans with Disabilities Act (ADA).

Qualifications:

Minimum Qualifications:

• Proficiency in English
• At least 21 years of age to be considered for this role
• Valid driver's license with clean driving record
• A love for customer service
• Excellent communication and organizational skills

Preferred Qualifications:

• Six months of office or administrative experience
• Experience with computers and Microsoft Office
• Schedule flexibility
• Ability to work well in close-quartered team environment