Career Center

Job Description:

• Organizes bus transportation for Lab field trips, athletic and extracurricular team travel, class retreats, and other school groups local travel. 
• Acts as liaison between preferred bus companies and members of the Lab community (teachers, coaches, administrators) seeking to hire buses. 
• Arranges and confirms reservations for yellow school buses, coach buses, University shuttles, Lab mini-vans, and other vehicles as needed. 
• Places and follows up on purchase orders for outside bus services; reviews, approves and reconciles invoices after confirming services were provided as billed. 
• Builds and maintains positive working relationships with Labâ™s and/or the Universityâ™s preferred school bus and charter bus vendors, the Universityâ™s preferred travel agent, and other service providers.
• Manages and maintains the schedule for use of the Lab vehicle fleet. 
• Oversees driver verification process to ensure only properly trained and credentialed individuals are allowed to drive Lab vehicles. 
• Offers and reserves minivans for use by Lab groups requesting local transportation, including during summer sessions. 
• Maintains logs of reservations and usage; collaborate with the Business Office to book recharges to reflect usage. 
• Liaise with the Universityâ™s preferred travel agency, helping to facilitate out-of-town travel requests for Lab faculty, staff, and invited guests (such as guest speakers). This could include solo or group travel, with or without students, for such functions as professional development, recruitment, fundraising, or student competitions.
• Collaborates with Lab administrators to ensure all travel is properly documented, approved, and in compliance with applicable policy, and charged using appropriate University procurement channels against appropriate Lab budgets before releasing requests to the travel agency. 
• Arranges lodging and provides hotels with the appropriate authorizations to cover all rooms and fees.  
• Acts as a general resource to help Lab personnel find the most effective way to travel on Lab business in accordance with Lab and University policies. 
• Communicates with the daytime administrative team, seasonal staff, parents, and students through messaging, email, telephone, and in-person meetings regarding program procedures, practices, and expectations.  
• Point of contact for families with questions regarding the Early Day program. 
• FLP administrative team resporesetivative during the Early Day program time available to resolve any immediate issues. 
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts.  Preparing and monitoring the budget for a unit.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelors degree.

Experience:

• Previous customer services experience, preferably working with varied levels of staff, administration, and faculty. 
• Experience in an educational setting, specifically in a K-12 environment.  
• Experience coordinating travel arrangements. 
• Previous experience coordinating transportation and logistics. 

Preferred Competencies

• Service-oriented professional nature, balancing travelersâ™ needs with Labâ™s available resources to best meet Labâ™s mission.
• Superior written and verbal communication skills with an orientation to detail.
• Positive demeanor, a commitment to excellence, and a strong desire to be part of an evolving, energetic, and positive campus environment.
• Build and establish credibility and trust with the Lab community, including faculty, staff, parents, and University colleagues.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)
• Professional References Contact Information (3)(preferred)

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.

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