The Hill School Mission: The Hill School prepares young people from across the country and around the world for college, careers, and life. Within a family school environment and a rigorous liberal arts curriculum, we challenge our young people to work hard; think and reason; be fulfilled; serve the common good; and be prepared to lead as citizens of the world, uniquely guided by our motto, "Whatsoever Things Are True."

Position Summary

Transportation responsibilities are organized within the Security Department. The Fleet and Operations Specialist provide essential administrative and operational support to the Director of Security, the Transportation Manager, and the Facilities Department. This position ensures the efficient coordination, management, and maintenance of the school's vehicle fleet. The incumbent shall maintain accurate records, assist with scheduling fleet usage, serve as a backup for the key Transportation Manager functions, and support the department's daily logistical needs to promote safety, reliability, and operational effectiveness.

The ideal candidate must demonstrate exceptional organizational skills, diligence, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.

Responsibilities

• Coordinate preventive maintenance schedules, fleet usage schedules, inspections, and legal compliance documentation.
• Proactively identify and address maintenance issues to maintain vehicle, golf cart and EV cart functionality and appearance.
• Maintain accurate databases and records related to maintenance logs, vendor contracts, warranties, vehicle registrations, insurance and service reports.
• Assist with planning, coordination, repairs, and contracted services.
• Perform basic maintenance tasks, such as checking and topping engine oil, changing batteries, inflating tires, jumpstarting vehicles, and cleaning vehicles as needed.
• Obtain reports from law enforcement and prepare internal documentation for accidents involving school vehicles.
• Assures compliance with applicable policies.
• Coordinate with external service providers to ensure timely completion of work and compliance with safety standards.
• Monitor fuel usage, mileage logs, and vehicle assignments; prepare related reports.
• Oversee in-vehicle GPS systems and communicate relevant alerts or issues promptly.
• Ensure vehicles are always prepared and available for school trips, events, and daily operational use.
• Communicate maintenance needs or safety concerns promptly to the Director of Security.
• Deliver excellent customer service in responding to inquiries from staff, vendors, and campus partners.
• Tracking and enter work hours for part time driving staff.

     Administrative and Financial Support

• Obtain quotes for new vehicle purchases.
• Coordinate the sale and/or disposal of vehicles being taken out of service.
• Process purchase orders, invoices, and budget documentation in coordination with the Business Office.
• Monitor departmental budgets and assist with expense tracking and cost forecasting.
• Maintain organized records and files related to fleet operations.
• Assist with procurement of parts, materials, and supplies as needed for facilities and fleet needs.

     Security Operations Support

• Receive cross-training in Security Operations.
• Serve as backup support when the Security team requires additional assistance.
• Provide administrative support for access control, key distribution, visitor management, ID badges, campus parking permits, and surveillance systems.
• Support coordination of safety drills, incident documentation, and emergency preparedness procedures.
• Assist in the instruction and road testing of staff and faculty drivers of school vehicles.

Qualifications

• Associate's degree in business administration, facilities management, or related field required; bachelor's degree preferred. Equivalent experience and professional certifications may substitute for formal education.
• Minimum of three (3) years of experience in facilities, fleet management, operations, or maintenance coordination.
• Experience in managing or supporting vehicle fleet operations is strongly desired.
• Prior experience in a school, university, or institutional environment is desirable.
• Strong organizational, communication, and critical thinking skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and work order management systems (e.g., FMX, SchoolDude, etc.).
• Knowledge of preventive maintenance processes and fleet management best practices.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Professional demeanor and a strong commitment to service, safety, and teamwork.
• Ability to safely operate a vehicle, follow instructions, stay calm in emergencies, and identify and report issues appropriately.
• Able to move around a large, hilly campus; safely operate various vehicles (golf carts, EVs, passenger cars, vans); lift up to 50 lbs.; and work outside normal hours when needed for emergencies, events, or maintenance.

Physical Demands

This role requires regular use of hands and fingers, clear communication, and the ability to walk, reach, climb, balance, stoop, kneel, crouch, or crawl. Employees must occasionally lift or move up to 50 pounds. Visual requirements include close, distance, color, peripheral vision, depth perception, and the ability to focus.

Work Environment

Employees are regularly exposed to outdoor weather conditions, including heat, cold, rain, snow, ice, and humidity. Occasional exposure to moving mechanical parts and high places may occur. Noise levels are generally moderate.

Attitude and Demeanor

• Publicly support the mission and vision of The Hill School in a positive and professional manner.
• Work as a dynamic team member in a professional collaborative environment.
• Energetic and organized enough to thrive in an extremely fast-paced environment while collaborating with a growing team to produce great work.
• Ability to wear many hats, learn new things every day, and have the ability to switch from a variety of roles with ease and excitement.
• Communicate effectively with warmth, sensitivity, humor, and understanding as they deal with administrative colleagues, teachers, students, alumni, parents, faculty, staff, and program associates.
• Possess a "service attitude" - willingness to be flexible to meet the needs of the department and school.

About The Hill School

Since its founding in 1851 and for 168 years, The Hill School has provided a traditional liberal arts education to its students. Although The Hill’s curriculum continues to evolve, we have never strayed very far from a proven, rigorous blend of humanities, classics and modern languages, social sciences, mathematics, science, and the arts. For our students, we have prioritized broad knowledge in our steadfast belief that this comprehensive foundation best prepares students for “college, careers, and life.” The Hill School also has begun implementing an ambitious STEM curriculum, which includes one of the most extensive secondary school engineering programs in the nation. We have bolstered our fine arts programs with courses in digital media, video production, design technology, rapid prototyping and fabrication, and design thinking. And, we are offering pre-professional, co-curricular programs in business and entrepreneurship. Over the coming years, we will continue to affirm what we already do very well while honing curricular and co-curricular programs such as leadership training, service learning, experiential education, and interdisciplinary studies. We will find improve...d ways to teach all Hill students 21st century skills such as critical thinking and problem solving, collaboration and leading, agility and adaptability, initiative and entrepreneurship, effective oral and written communication, accessing and analyzing data, and curiosity and imagination. We are working with our Faculty and Staff to become both the most traditional and the most innovative boarding school in the country, simultaneously. The Hill was founded as The Family Boarding School and when you visit campus, you might note that we are still a bit traditional, despite our emphasis on innovation! We follow a dress code, our students regularly sit down with faculty members for family-style meals, we gather twice a week at Chapel for thoughtful reflection; many of our students study Latin and Greek; and we pride ourselves on a student-written Honor Code and demanding code of conduct. We enjoy historic and blossoming traditions such as 130-year-old athletics rivalries, revered a cappella vocal groups, school-wide service projects, community team-building events, small group meetings with caring faculty advisers, and a very special jump in the Dell pond after graduation! Over the next three to five years, the Hill School is set to achieve several accomplishments sure to leave their mark on the School’s history. The School’s Advancement Office is a 25 person-strong organization driven to achieve the goals set forth in the current “Strength of All” capital campaign which is entering its fourth year of the five- to seven-year campaign. The capital campaign will fund many efforts, including a significant increase in our financial aid and faculty compensation endowment. In 2018-2019, we expanded the seating capacity of our historic dining hall and completely renovated our food service and preparation areas used by our food service contractor, Sodexo. In 2019-2020, the School will construct the Quadrivium Center (a STEM facility) where our science, engineering, computer science and mathematics classes will be housed. The School has developed property adjacent to our main campus by recently erecting beautiful new homes for our faculty in our East Faculty Village. This Faculty Housing expansion is likely to continue with additional property available for housing construction to ensure The Hill School offers the very best of this important housing benefit to our residential faculty. One of our most ambitious goals is to be a driving force in the economic revitalization of Pottstown and our immediate neighborhood and through our Hobart’s Run Community Development program and participation in Pottstown CARES, we are finding traction in ways both small and large.

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