Travel Coordinator (Year-Round)

Job Description

Job Description

At Interlochen, every team member is part of our mission to support creativity and the arts. Whether you're working in a classroom, kitchen, or office, your role helps create a positive and inspiring environment for students, staff, and visitors. We value teamwork, dependability, and a shared passion for the arts. Come join our team and make a difference in a place that encourages growth and collaboration!

Position Summary:

The Travel Coordinator is responsible for coordinating and managing travel logistics for students, campers, and departments at Interlochen. This position ensures smooth transportation operations, maintains accurate travel records, and provides exceptional support to students, families, and staff. The Travel Coordinator works closely with various departments to align travel logistics with organizational needs, exercises sound judgment in responding to travel-related inquiries, and provides on-site support for student and camper departures and arrivals. This is a full time, year round position paying $20.00 per hour and includes a complete benefits package. 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.

Essential Duties and Responsibilities:

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

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

• Review, prepare, and maintain travel and transportation-related documents and reports.

• Receive, review, and process 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:

• Office Setting: Primarily works in an office setting, using 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 required. 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

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