Transportation Administrative Assistant

Transportation Administrative Assistant Reports to: Director of Transportation Location : Nazareth Prep FLSA Status: Hourly /Nonexempt Hours: Monday – Friday with flexibility to meet the needs of the program. This is a full-time 12-month position General Statement of Duties: The Administrative Assistant will assist the Director of Transportation with various administrative tasks and functions related to the transportation needs of Nazareth Prep and student activities. Responsibilities: Coordinate daily student transportation schedules, routes and assignments. Serve as a liaison between the Director of Transportation, parents, school staff, and transportation vendors to coordinate and address student transportation needs, ensuring clear communication, and timely problem resolution. Maintain accurate student transportation records, including pickup/drop-off locations, emergency contracts, and transportation requests. Process transportation registrations, changes, and cancellations. Monitor attendance and transportation exceptions, ensuring student safety and accountability. Assist with transportation budgeting, invoicing, and payment reconciliation. Maintain driver, vehicle and vendor documentation in compliance with applicable regulations. Track and report transportation-related incidents, delays and service concerns. Respond promptly to parent inquiries and resolve transportation issues professionally. Generate transportation reports and maintain departmental databases. Coordinate field trip transportation request and scheduling in collaboration with the Director of Transportation. Support transportation planning for special events, extracurricular activities, and emergency situations. Perform general administrative duties including filing, data entry, document preparation and answering phone calls. Facilitate new hire training for “Driver Safety”. Must be able to transport students in agency vehicles as needed. Perform additional duties as assigned by supervisors. Qualifications and Minimum Requirements: Excellent written and verbal communication skills with team, faculty, staff, and mentors. Maintain data entry, data edits, and reports, Collect, manage and track paperwork and schedules. Attention to detail, and ability to multitask in an agile human services work environment. Ability to work well with the public and staff. Substantial organization and analytic ability. Computer skills including Microsoft, Google, Excel, Sheets, Powerpoint, Word, Windows. Knowledge of office machines, including copiers and fax machines and database systems. Adheres to other requests as indicated by supervisor. Education and other work requirements: High School Diploma with at least 5 years of administrative experience. Valid Pennsylvania background clearances (Act 33, Act 34, PDE FBI) or ability to obtain prior to start and valid PA driver’s license. Must complete Dioceses of Pittsburgh requirements upon hire Physical Requirements: Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards Must be able to talk, listen and speak clearly in person/on telephone. HFI MISSION DUTIES: Holy Family Institute (HFI) is a 125-year-old Catholic organization with an impeccable history of serving children and families in the Pittsburgh Region. We are one of Pittsburgh’s largest social service organizations operating 15 programs in three counties. We are an independent organization guided by Catholic Social Teachings and serving people of all faiths and backgrounds. ABOUT NAZARETH PREP: Nazareth Prep is an independent Catholic high school that delivers a rigorous, internship-centered education preparing students for college, careers, and lives of purpose. Through a challenging academic and faith-based environment, studen…

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