Operations Coordinator in South Bend, Indiana at Career Academy of South Bend, Inc.

Job Title: Operations Coordinator

Job Classification: Classified/Non-Instructional

Reports to: Assistant Superintendent

Work Schedule: Calendar Year

General Description

The Operations Coordinator provides administrative and operational support to the Assistant Superintendent while overseeing the coordination of student transportation needs throughout Career Academy Network of Public Schools (CANOPS). Transportation is a key, hands-on responsibility of this position.

The Operations Coordinator coordinates schedules, routes, drivers, vendors, and daily transportation coverage and must be willing to operate a Network passenger van or shuttle when needed. The position also serves as the primary reception contact for the Central Office and supports communication, scheduling, and special projects across the Network.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Minimum of three years of administrative, coordination, logistics, or related experience; school or public-sector experience preferred.
• Experience supporting senior leadership preferred; transportation coordination, scheduling, or operations experience strongly preferred.
• Valid driver’s license and ability to meet CANOPS driver eligibility, training, and vehicle-operation requirements; willing and able to drive Network passenger vans or shuttles as needed. A CDL is not required for the smaller vehicles currently assigned to this role.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and scheduling systems.
• Strong organizational, time-management, problem-solving, multitasking, and communication skills.
• Ability to handle confidential information with discretion and respond professionally to time-sensitive concerns.

Primary Responsibilities

Transportation Coordination & Scheduling — Essential Function

• Take primary responsibility for coordinating student transportation needs across all Network schools, including daily service, route coverage, and schedule changes.
• Create and maintain daily and long-term schedules for Network drivers and coordinate routes, vehicle assignments, and coverage to support reliable transportation.
• Personally operate a Network shuttle or passenger van when needed to address driver absences, staffing shortages, or other transportation needs, subject to driver qualification and safety requirements.
• Serve as a primary point of contact for transportation vendors and providers; coordinate service, routing support, and operational communication.
• Promptly address transportation-related concerns from families, staff, and school leaders and resolve last-minute disruptions.
• Maintain accurate transportation rosters, route and driver schedules, records, documentation, and communication logs.
• Assist the Business Office with monitoring transportation contracts, invoices, and service issues; follow applicable safety rules, policies, and transportation requirements.

Administrative Support to the Assistant Superintendent

• Manage calendars, schedule meetings, prepare correspondence, and coordinate assigned administrative activities.
• Serve as a liaison with school leaders, employees, families, vendors, and external partners.
• Prepare agendas, reports, and presentations; maintain organized records and files.
• Monitor and prioritize incoming emails and requests; support special projects and initiatives as assigned.

Central Office Reception & Front Office Operations

• Serve as the primary reception contact: greet visitors, answer and direct calls, and respond to general inquiries.
• Maintain a welcoming, professional, organized front office and protect confidential information.
• Travel routinely to school sites to collect and distribute interoffice mail and materials.
• Coordinate Central Office service and maintenance needs, including service calls, issue tracking, and vendor access.

School Activities

• Support school events, enrollment periods, Network activities, and high-volume operations, including related transportation needs.
• Participate in required meetings, training, and professional development.
• Support communication and coordination between Central Office and school sites.

Essential Skills and Abilities

• Comfortable balancing hands-on student transportation responsibilities with office administration and frequent schedule changes.
• Strong planning, organizational, interpersonal, judgment, and customer-service skills; professionalism under pressure.
• Knowledge of school transportation procedures and compliance requirements preferred.
• Commitment to CANOPS mission and values; consistent attendance, punctuality, adherence to policies, and dependable employability skills are essential expectations.

What We Offer

• Opportunity to make a meaningful impact on student success.
• Collaborative, mission-driven environment and professional development opportunities.
• Comprehensive benefits package and the opportunity to contribute to excellent education.

Equal Employment Opportunity

CANOPS is an equal opportunity employer. All qualified applicants receive consideration without regard to protected characteristics under applicable law. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.