ABOUT THE OPPORTUNITYEvery day, Harvard-Westlake families trust that their students will get to and from campus safely • and the Student Logistics Manager is the person who makes that trust well placed. In this role, you'll own the systems, relationships, and on-the-ground problem-solving that keep student transportation running smoothly across all three of our campuses, from the earliest morning bus route to the last late-evening pickup. The Harvard-Westlake Business Office is a small, highly efficient team whose work touches every part of school life daily, and this role is a vital, visible piece of that work.
WHAT YOU'LL DO The Student Logistics Manager oversees the transportation systems that connect students to campus every day, manages a small school-owned vehicle fleet and on-campus parking, and coordinates special event and field trip logistics • working closely with faculty, staff, athletics, parents, security, and the Business Office team.
Daily Student Transportation
- Serve as the primary point of contact for parents, students, drivers, employees, and vendors on day-to-day transportation questions and concerns
- Plan and continually refine daily bus service, including annual student sign-up, route creation, bus stop selection and placement, transit optimization, and intercampus shuttles
- Respond in real time to transportation issues • including late or missed bus pick-ups at hours ranging from early morning to late evening
- Partner with the Head of Security and vendor partners to resolve emerging issues (bus stop delays, environmental concerns, traffic disruptions) before they escalate
- Administer bus driver benefits, including cafeteria card balances, bonus compensation, and appreciation events
- Manage the annual bus service contract, confirming vendor insurance stays current, and invoices match contracted rates
- Track legal, regulatory, and compliance changes affecting school buses and student transportation
Parking Administration
- Serve as the primary resource for on-campus student parking registration, assignments, and related questions
- Design and administer policies that incentivize carpooling while creatively managing a mix of single and tandem parking spaces
Special Event and Field Trip Transportation
- Coordinate student transportation for special events and field trips departing from all three campuses, to both local and remote destinations
- Manage the school's fleet of SUVs and shuttles, supplementing with pre-approved vendors as needed to balance cost and speed
- Secure and maintain current contracts and insurance documentation from all outside transportation vendors
- Inspect returned vehicles for damage, track maintenance and repair needs, and route related invoices to accounts payable
- Handle DMV registration for school-owned vehicles and keep every vehicle's registration, insurance, and license plates current
Operational Support
- Coordinate standardized testing logistics
- Support student field trip review and administration
- Contribute to other operational initiatives that support the needs of the school and additional duties as assigned
Community Responsibilities
- Participate in school events, professional development days, and community programming as appropriate to the role
- Collaborate across departments and campuses in support of the school's mission
WHAT YOU BRING We know that strong candidates come from a variety of backgrounds and pathways. If you meet most of the qualifications below and are excited about this role, we encourage you to apply.
Required
- Excellent written and verbal communication skills, with the ability to communicate clearly and empathetically across a range of situations • from routine coordination to sensitive parent and student concerns
- Demonstrated proficiency in Microsoft Excel and Word (advanced formulas, data scrubbing and management, report creation, trend analysis, mail merges, file management/versioning), along with the ability to learn new databases or software quickly, particularly mapping and bus-routing tools
- Ability to quickly assess a situation, weigh options, and decide on the best path forward under time pressure
- Strong organizational and multitasking skills, with a demonstrated ability to manage multiple deadlines and shifting priorities calmly in a seasonal, deadline-driven environment
- Strong customer service orientation and the ability to work effectively with a wide range of stakeholders, including families, colleagues, and employees
- Commitment to inclusive practice and the ability to work effectively with individuals from a wide range of backgrounds
Preferred
- Experience in an independent school or higher education setting
- Familiarity supporting transportation or logistics operations
- Bachelor's degree or equivalent experience
SCHEDULE This is a 12-month, exempt, full-time, in-person position. The role's hours vary with the school calendar and daily transportation needs, and regularly include early mornings and some evenings; occasional weekend availability is expected during peak event periods. Because student transportation spans Harvard-Westlake's Middle School, Upper School, and River Park campuses, occasional travel between campuses is part of the role.
COMPENSATION $85,000• $105,000 annually, based on experience and qualifications.
BENEFITS - This position is eligible for Harvard-Westlake's full benefits package, which includes:
- Top-tier medical, dental, and vision coverage (Platinum Anthem PPO) with zero to low premium contributions
- 10% retirement match through TIAA • no cap, no vesting schedule
- On-campus meal allowance • lunch included
- Professional and personal growth grants
- Subsidized employee housing (based on availability)
- Access to on-campus gym and pool facilities
- Mental wellness resources and workshops
- Employee Affinity Groups
- Paid vacation, starting at two weeks and increasing accrual rates with tenure
- Paid holidays in addition to Thanksgiving, Winter, and Spring Break
- Complimentary tickets to local sporting and entertainment events
- Discount at the school bookstore
