Charter Manager

The Charter Manager is responsible for the planning, coordination, and oversight of all charter transportation services, ensuring safe, efficient, and customer-focused operations that support university departments, athletics, and external clients. This position manages daily charter scheduling, driver and vehicle assignments, and service delivery while ensuring strict compliance with DOT regulations, internal policies, and safety standards. The Charter Manager serves as the primary point of accountability for charter operations, maintaining service reliability, resolving operational issues, and ensuring a high standard of professionalism across all charter activities.

In addition to operational oversight, this role is responsible for financial management of charter services, including quoting, billing, and accounts receivable follow-up. The Charter Manager supervises charter staff, optimizes resource utilization to control costs such as overtime, and collaborates with dispatch and leadership to balance charter and fixed-route service demands. This position plays a key role in driving operational efficiency, maintaining compliance, and delivering quality transportation services that reflect the mission and standards of the organization.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• •As designated Essential Personnel, the employee must be available during school closings, delays, emergencies, and severe weather events. This includes supporting emergency response, snow removal (e.g., shoveling, salting), and operational recovery efforts. Participation in critical university events such as Commencement, Orientation, Move-In, and other special events is required, including scheduled and unscheduled hours.
• •Reports to work as scheduled and perform duties as assigned by the Director of Transit.
• •Maintains a comprehensive understanding of Transit Department operations, procedures, and regulatory requirements.
• •Ensures all drivers adhere to established safety procedures, defensive driving practices, and operational standards to safely execute charter services.
• •Oversee passenger transportation to ensure safe, timely, and professional service at all designated pick-up and drop-off locations.
• •Receives, reviews, and processes charter service requests, including preparing quotes, coordinating logistics, and generating charter and rental invoices.
• •Plans, schedules, and coordinates charter services for Athletics, university departments, and external clients.
• •Serves as the primary point of escalation for driver concerns, complaints, or operational issues, and reports them to the Director of Transit as appropriate.
• •Assigns buses and drivers for charter services in accordance with DOT regulations, operational requirements, and internal assignment procedures.
• •Communicates and enforces company standards related to uniforms, professionalism, and customer service for all charter personnel.
• •Coordinates with dispatch to ensure fleet availability and operational adjustments for upcoming charter activities.
• •Optimizes daily charter assignments to ensure efficient coverage while minimizing overtime and controlling operational costs.
• •Prepares detailed charter trip documentation, including directions, schedules, and maps. Conducts pre-trip briefings with drivers to ensure clear expectations for service delivery and timeliness. Remains accessible via radio and in person to support drivers during operations.
• •Monitors all charter operations in real time, adjusting as necessary to prevent service conflicts and ensure alignment with fixed-route services. Communicates proactively with customers regarding delays or changes.
• •Collects and reviews completed charter documentation daily to ensure accuracy for payroll and billing. Verifies driver hours and approves time sheets.
• •Finalizes billing for all charter and rental services. Maintains daily revenue logs, processes payments, and ensures proper handling of funds, including forwarding payments to designated accounts. Monitors accounts receivable and reports delinquent accounts.
• •Maintains accurate financial and operational records, including tracking charter revenue, expenses, and performance metrics, and provides reports to the Director of Transit.
• •Prepares and submits weekly charter activity and performance reports.
• •Perform administrative and clerical duties as required to support charter operations.
• •Adheres to all safety requirements, including the proper use of Personal Protective Equipment (PPE) such as safety vests, gloves, eye protection, and other required gear.
• •Utilizes fall protection equipment, including harnesses and lanyards, when operating aerial lifts or performing elevated work.
• •Supports other Facilities Management and Transportation functions during operational downtime, including assisting in maintenance, grounds, custodial, or transit operations as assigned.
• •Stays current on industry best practices, emerging technologies, and performance standards to continuously enhance charter operations.
• •Works collaboratively as part of a team while supporting and promoting the University’s mission and values.
• •Performs other duties as assigned.
• •Strictly adheres to Liberty University policies, representing the University in an exemplary manner.
• •Works effectively as a team member, embracing and fostering LU’s Christian model and Mission – Training Champions for Christ.

SUPERVISORY RESPONSIBILITIES

Responsible for supervising 30+ employees

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Minimum

• •High school diploma or GED required, associate’s degree or higher preferred
• •Minimum of five (5) years of experience in transit operations, including supervisory or management experience, or an equivalent combination of education and experience
• •Valid Class A Commercial Driver’s License (CDL) with passenger and air brake endorsements required
• •Must meet all applicable hearing and vision requirements for CDL operation
• •To obtain LU-approved driver certification, individuals must be 21 years of age or older, possess a valid driver’s license with a minimum of five (5) years of documented driving history, and maintain a clean driving record."

Preferred

• •Clean, professional appearance and demeanor
• •Self-motivated, dependable, and detail-oriented
• •Certifications obtained through employer-funded training programs may be subject to reimbursement agreements if employment ends within 12 months of completion

ABILITIES AND COMPETINCIES ESSENTIAL TO THE JOB

Communication and Comprehension

• •Strong knowledge of safe driving practices and CDL standards
• •Understanding of ADA compliance and passenger assistance techniques
• •Effective classroom and hands-on training skills
• •Strong interpersonal and communication abilities
• •Ability to evaluate performance and provide constructive feedback
• •Proficient in training documentation and recordkeeping

Problem Solving

Intuitively able to reason, analyze information and events, and apply judgment to solve problems of both a routine and complex nature.

Physical and Sensory Abilities

• •Required to travel to local and campus locations.
• •Frequently required to lift heavy objects.
• •Regularly required to hear and speak effectively communicate orally.
• •Occasionally required to stand, walk, and climb stairs to move about the building.
• •Handle materials, reach overhead, kneel, stoop, and pull items using pallet jack to conduct essential job functions.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled office and a warehouse setting. It is well lit and the noise level is moderate.

Driving Requirements

Use of one’s personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insuran