Travel Coordinator Assistant - Part Time (Year-Round)

Job Description

Job Description

Are you a detail-oriented professional who thrives in a fast-paced environment? Do you have a passion for organization and ensuring seamless travel experiences? Join the team at Interlochen Center for the Arts as a Travel Coordinator Assistant , where you will play a vital role in managing and overseeing travel logistics for students, campers, and various departments.

Position Summary: In this dynamic position, you'll be at the heart of coordinating transportation arrangements, ensuring smooth arrivals and departures, and providing top-tier support to students, families, and staff. Working closely with multiple departments, you will align travel logistics with the organization's needs, maintain accurate records, and serve as a reliable resource for travel-related inquiries. Your keen attention to detail, strong problem-solving skills, and ability to provide hands-on support during high-traffic travel days will help create a stress-free experience for all travelers.

This position is part-time, working up to 24 hours per week, typically between 8:00 AM and 4:30 PM. Exceptions include 16 travel weekends per year, during which weekend work is required. From mid-June through the first week of August, the position requires Saturday and Sunday shifts to support increased camper activities. During the Academy School Year, weekend shifts are also expected during high-volume travel weekends. This position does have the flexibility of some remote days of work as well as those days where it is required to be in person.

Start and end times, as well as daily shift lengths, may vary during peak periods. A flexible schedule is essential, as some weeks may require more than 24 hours of work based on operational needs.

If you're looking for a rewarding role where your organizational skills and customer service mindset make a real impact, this is the perfect opportunity to join a collaborative and mission-driven team at Interlochen!

Essential Duties and Responsibilities:

• Model Interlochen's core values and champion the mission and vision of the organization.

• Reviews submitted student and camper travel plans for accuracy and compliance.

• Reviews, prepares, and maintains travel and transportation-related documents and reports.

• Receives, reviews, and processes submitted transportation and travel work orders.

• Schedule buses and other transportation for student and camper travel needs.

• Process submitted and approved travel plans in coordination with relevant departments.

• Provide on-site support for student and camper departures and arrivals at TVC Airport, including early morning and late-night shifts.

• Collaborate with other departments and stakeholders to align travel logistics with organizational needs.

• Manage student, camper, and departmental billing for travel and break periods.

• Exercise sound judgment in answering daily procedural questions regarding travel and transportation.

• Prioritizes duties in a manner consistent with organizational objectives and growth.

• Respects the culture, diversity, and rights of all students, their families, and the community.

• Seeks the best use of materials, equipment and staff to maximize efficiency and effectiveness.

• Complies with ICA policies/procedures and acts as a good steward of ICA finances.

• Performs other duties as assigned.

Work Environment:

• The work environment is primarily office-based but also includes scheduled dates throughout the year at the airport, which require significant walking, prolonged standing, navigating lines, and waiting

• Position includes use of Mac computers, phones, and software systems to manage logistics, plan routes, and oversee operations

• Field Work: Requires occasional work and assignment to the Cherry Capital Airport

• Pace and Workflow: The work is fast-paced and dynamic, especially when coordinating schedules, handling last-minute changes, or resolving issues

Education : A high school diploma or equivalent is required. Additional certifications or coursework in travel coordination, event planning, logistics preferred.

Experience Level : 1-3 years travel coordination, event planning, or administrative support preferred. Experience in a school or campus setting is preferred.

Equipment Familiarity: Proficiency in Google Suite (Google Docs, Sheets, Slides, Mail, Calendar); proficiency in Salesforce or otherwise similar CRM; proficiency in Mac computers and related software

Certifications, Licenses or Special Training:

• Must meet and maintain background screening requirements as detailed in policy 12.HR.01 Pre-Employment and Employee Background Checks.

• Valid driver's license and driving record that meets the eligibility requirements of ICA's insurance carrier (for all positions requiring driving).

Knowledge, Skills, and Abilities:

• Understanding and belief in the mission, vision and core values of Interlochen.

• Demonstrated Customer Service Excellence - Provides outstanding service to students, parents, and staff, ensuring a seamless and positive travel experience.

• Ability to Maintain Attention to Detail - Reviews and processes travel requests with accuracy, ensuring all travel plans meet compliance standards and operational requirements.

• Demonstrated Organizational Skills - Manages multiple travel schedules, documents, and processes efficiently, keeping all travel logistics aligned with organizational needs.

• Ability to Problem-Solve - Exercises sound judgment in responding to travel-related challenges and inquiries, ensuring timely and effective solutions.

• Demonstrated Collaboration & Communication Skills - Works effectively with students, families, staff, and transportation vendors to ensure smooth travel operations.

• Ability to Adapt with Flexibility - Adjusts to changing schedules and work responsibilities from early morning and late-night shifts or in office versus at the airport as needed to support travel logistics.

• Understanding of Technology Proficiency - Utilizes transportation scheduling software, spreadsheets, and other travel-related tools to effectively manage logistics.

• Demonstrated Solo e Tutti - Respects different cultural, ethnic, spiritual, and linguistic diversity and values, including differences in personal goals, lifestyle choices, and varying family backgrounds and histories.

• Ability to work a flexible schedule, including nights, weekends, holidays, and overtime.

Application Materials:

• Cover letter
• Resume