Coordinator of Student Information and Logistics

COORDINATOR OF STUDENT INFORMATION & LOGISTICS

(TRANSPORTATION, ATTENDANCE, & STUDENT INFORMATION)

Full Time - 12-Month Position

 

Job Summary:

The Coordinator of Student Information & Logistics reports directly to the Assistant Head of School and provides administrative support services to help ensure communication and collaboration with the internal staff, faculty and administration of AIM, and with essential external constituents as needed.

Essential Duties and Responsibilities:

Transportation, Attendance, and Student Information:

• Manage all aspects of AIM Cares Program (before care) to allow for varied drop-off times by buses (staffing, logistics, quality assurance, parent communication, etc.)

• Manage all aspects of student transportation (buses, vans, carpools, communication with outside vendors, districts, families, and students)

  • Monitor new and re-enrollment and confirm transportation selection with parents of each student prior to first day

    • Manage initial set-up of SchoolPass accounts

  • Enroll all eligible students for school district transportation

    • Provide rosters, completed forms, calendar to each district

  • Coordinate pay-for-service van transportation

  • Assist parents with carpool interest connections

  • Work with parents and SDP on flat rate program (initial registration and monthly attendance reports)

  • Issue student fare cards (maintain throughout the year)

  • Manage use of AIM vehicles

    • Responsible for distribution, return, and safekeeping of van keys

    • Process requests for van use and respond with availability/approval

    • Manage calendar of van requests/availability (e.g., sports, small-group field trips, maintenance appointments)

  • Arrange additional/alternative transportation for field trips (e.g., bus rentals, train passes, etc.)

• Monitor transportation email/phone, collect information on Snow/Emergency closings in the area to share with Leadership/Communications team, register AIM with KYW, Channel 6 and other stations, and communicate any closures or calendar changes to all transportation partners

• In conjunction with Facilities and the Assistant Head of School, oversee all aspects of critical student accountability processes (arrival, attendance, dismissal, emergency evacuation, etc.)

  • Update and maintain student information in Veracross (AIM’s SIS- Student Information System) and SchoolPass (AIM’s attendance/transportation reporting system)

    • Including, but not limited to: parent/household contact information, initial transportation preferences, emergency contacts/approved drivers, annual student photos

  • Monitor daily attendance (verify unexpected absences with teachers/parents as needed)

  • Report attendance to school districts for district funded students after confirmation from the Business Office

  • Responsible for dismissal procedures and student supervision during/after dismissal

    • Send initial information on arrival/dismissal procedures to all drivers, School Districts, and vendors (continue to remind all constituents of expectations as needed)

    • Arrange schedule of dismissal coverage and train all personnel in protocols and use of SchoolPass app

    • Make arrangements for any students still present at the end of dismissal (e.g., send to aftercare/front lobby to wait, confirm that late car/bus is on its way, call parent if needed)

• Manage all aspects of Summer Program attendance and transportation

  • Monitor Summer Registration and confirm transportation selection with parents of each student prior to first day

    • Manage initial set-up of SchoolPass accounts (or transportation spreadsheet if SchoolPass not ready for July 2023)

    • Coordinate pay-for-service van transportation

    • Assist parents with carpool interest connections

  • In conjunction with Facilities and the Director of Summer Enrichment, oversee all aspects of critical student accountability processes (arrival, attendance, dismissal, emergency evacuation, etc.)

    • Manage SchoolPass system for student attendance, transportation changes, and late arrival/early dismissal

    • Monitor daily attendance (verify unexpected absences with teachers/parents as needed)

Additional Duties:

• General administrative responsibilities, including front desk coverage

• Additional tasks and duties as assigned

• Uphold AIM Core Values: all team members must support and exhibit Respect and Trust, Teamwork and Community, and Dedication to Excellence with Positive Attitude

To Apply:

Interested candidates should send a cover letter, resume and a copy of our EEO Self ID form to our Human Resources Coordinator Cheryl Ferst at cferst@aimpa.org.