Dispatch Supervisor

GENERAL SVC OTHER SUPV 1 (005191)

UCPath Position ID: 41039014

Position Description History/Status

Approved Date:

10/8/2024 11:37:40 AM

Date Last Edited:

10/8/2024 11:37:36 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

333500 - FLEET AND TRANSIT SERVICES

Position Details

UCPath Position Number:

41039014

Position Description ID

230740

UC Payroll Title:

GENERAL SVC OTHER SUPV 1 (005191)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 17

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061841

Reports to Payroll Title:

TRANSIT SVC MGR 1

UCPath Department Head Position Number:

40044653

Department Head Payroll Title:

PARKING AND TRANSPORT MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

8485

AUTO EQUIP OPR PRN

2

POSITION SUMMARY

Under the supervision of the Assistant Director, Transit Operations, the Dispatch Supervisor provides day-to-day coordination and

supervision of the BruinBus program to deliver safe, reliable and timely transit bus operations in accordance with the

departmental Service Delivery Policy (SDP) and Operations Plan (OP). Maintain oversight and coordination of contract and

charter services in compliance with service agreements. Monitor all BruinBus services via field observation, Automatic Vehicle

Location (AVL) technology tools, and video event recorders to ensure proper route operations, coverage, and logistics. Assist

with the recruitment, hiring, training and progressive discipline of operators to meet departmental and organizational standards

and requirements. Train operators behind the wheel and in classroom settings, on routes, programmatic changes, policies and

procedures, access router operations, and customer service skills. Assure that all drivers have the skill sets to transport

passengers and meet customer satisfaction standards safely and efficiently. Provide driving coverage as needed to cover gaps in

the daily schedule. Serve as initial responder to accidents, incidents, route detours, and emergency situations. Maintain oversight

of the bus operator trip sheets and logs on a daily, monthly and quarterly basis to provide statistical data. Responsible for the

scheduling of staff, timely coordination of communications and triangulation of telematics in support of efficiently operated day to-

day fixed route shuttle programs and charter services. The incumbent provides route oversight to maintain safe and efficient

operations of published schedules. This includes monitoring vehicle locations and service levels; preparing operator's daily

assignments and incorporating route and schedule modifications into the daily roster to accommodate frequent route and staffing

changes; serving as base operator in emergency situations to support management and coordinate field operations

requirements; maintaining global understanding of route performance as changes occur. Serve as field ambassador for major

events on an as needed basis. Multi-task and maintain focus, clarity and professionalism in fast paced environment. Review trip

sheets, bus logs and operational reports on a daily basis to ensure accuracy and timely processing of data sets. Answer incoming

calls and provide information to staff and the general public. Provide statistical data and metrics reporting on an ongoing basis.

Must be available to work nights and weekends as required.

Program Operations

1. Monitor and conduct field inspections, determine fitness for duty, and observe drivers and the use of equipment for compliance with safety and operational policies and procedures. (E)  2. Ensure proper operation of buses, including drivers' compliance with departmental and University policies through observation, regular feedback, communication, and disciplinary action where warranted. (E)  3. Ensure proper route operations in accordance with the department's Service Delivery Policy and Operations Plan. (E)  4. Coordinate and operate transit services for special events with departmental staff and other campus officials, providing vehicle and driver coverage, including on weekends. (E)  5. Ensure compliance with all applicable federal, state, University and departmental rules, regulations, and policies. (E)  6. Address all emergencies that arise on the routes and complete all documentation associated with emergencies, such as accident reports and worker's compensation forms. (E) 7. Conduct initial accident investigation, notify appropriate personnel (Manager, Maintenance staff, DAT Program Adm.), ensure that driver accident files are complete, and handle required accident reporting. (E)  8. Coordinate bus and vehicle maintenance requests with the maintenance staff. (E)  9. Establish and maintain cooperative working relationships with external vendors as necessary to support the charter services function. (E)  10. Monitor driver communication via two-way radio to ensure proper protocol and professionalism is in place. (E)  11. Utilize available technology, including but not limited to webcams, AVL and GPS tracking systems and two-way radios to monitor and evaluate route operations and driver performance. (E)  12. Respond to customer inquiries, complaints and suggestions in a prompt, clear and concise manner. (E)  13. Provide transit program support for evening and weekend activities by answering the phone after hours and monitoring the radio to address vehicle breakdowns or other issues affecting service delivery. Take appropriate action such as scheduling alternate or additional drivers, arranging for vehicle towing, etc. (on-site as needed). (E)

25%

Human Resources

Supervision

1. Interview, hire, train, evaluate, and supervise Transit Operations staff. Take disciplinary action as appropriate. (E)  2. Conduct pre-employment applicant screening including interviewing, road test, background check and pre-employment drug testing. (E)  3. Orient new employees to individual job duties and responsibilities, performance expectations and standards, uniform policies and allocations, and University and departmental policies and procedures. (E)  4. Provide leadership to ensure a quality and effective transit program is provided to the campus community. (E)  5. Oversee driver file maintenance to ensure compliance with CHP driver file requirements during safety inspections. Ensure that files are up-to-date with copies of current licenses, medical certificates and vehicle proficiency checklists. (E) 6. Establish and foster an effective method of communication between drivers and management for input on such concerns as routes, special assignments, equipment and safety issues, and personnel issues. (E)  7. Evaluate drivers on an ongoing basis to provide feedback on their driving skills and other responsibilities. Provide coaching and/or mentoring as needed to develop and improve employee's performance. Conduct annual performance evaluations for drivers. (E)  8. Issue verbal and/or written warnings to drivers, when appropriate, according to University and departmental policies and procedures. (E)  9. Oversee safety and defensive driving skills training, including initial route and equipment training of new hires and continual refresher safety training for all personnel. (E)  10. Ensure compliance with the Drug and Alcohol Testing Program, Driver Safety Training Program and DMV Pull Notice system by scheduling drivers and completing required forms for new and existing employees. (E)  11. Provide back up for Kronos/payroll time exceptions, adjustments and approvals to ensure changes are reflected for pay periods as needed. (E)  12. Conduct regular informational drivers' meetings to solicit information sharing and promote a cooperative working relationship between drivers, supervisors, co-workers, and management. (E)

25%

Dispatching

1. Dispatch operators (drivers) for shuttle routes, contract services, and charter/driver events. (E)  2. Assign and deploy buses based on availability and out of service status to meet daily assignments. (E)  3. Provide route oversight to maintain safe, efficient operations in adherence to published and requested schedules. (E)  4. Communicate with and advise operators via two-way radio regarding transfers, route and schedule alterations, in-service mechanical failures, accidents, passenger problems, construction, traffic impacts, and other service interruptions. (E)  5. Monitor surveillance cameras to maintain visual reference of bus stops and passenger loading and unloading. (E)  6. Monitor fixed route shuttles using Automated Vehicle Location (AVL) technology to ensure proper spacing, headways and route coverage.(E) 7. Notify Transit Supervisor or Manager(s) of all accidents and emergencies that may arise and document all information in daily incident logs. (E)  8. Coordinate and schedule repair and maintenance of transit vehicles with Fleet and Transit maintenance shops. (E)  9. Distribute radios and related equipment in support of optimal service provision. Assure radios are in good working order and in sufficient supply to meet demand. (E)

15%

Scheduling

1. Schedule operators and transit buses to ensure daily coverage of Transit shuttle program using job scheduling software. (E)  2. Assign vehicle type and operator for requests related to charter events based on availability, condition and priority.(E)  3. Make schedule modifications and, contact and coordinate replacement operators as needed, to address staffing changes due to sick calls, vacations, or service interruptions. (E)  4. Incorporate AVL, Automatic Passenger Count (APC), and the Driver Scheduling program to create efficient and effective quarterly run bids. (E)  5. Collaborate with Transit Operations Manager to maintain available driver pool for ongoing shuttle routes and service requests.(E)  6. Provide operators with all paperwork associated with charter events such as operator trip sheets, Vehicle Service Request (VSR) forms, directions and maps. (E)

15%

Reports/ Data Entry

1. Ensure data integrity and optimal system operation of various software applications including but not limited to AVL/APC systems. (E)  2. Ensure accurate completion of drivers' pre-trip inspections of vehicles and daily vehicle form processing, as well as, various driver logs. (E)  3. Perform daily data entry of trip sheet metrics, ridership miles and service hours. (E)  4. Maintain statistical logs and reports pertaining to vehicles, mileage, on-time performance, hours of use, driver performance, etc. (E)  5. Ensure that operators complete accident reports and documentation as required. (E)

10%

Administrative Support

1. Troubleshoot AVL/APC system problems and coordinate with vendor and management. (E)  2. Maintain driver files to ensure all commercial driver licenses and medical cards meet Department of Motor Vehicles (DMV), Title 13 and Department of Transportation regulations. (E)  3. Assist with document preparation for annual California Highway Patrol inspection. (E)  4. Act as liaison between operators, Transit Operations office and various departments requesting service. (E)  5. Ensure prompt distribution of management communications and directives to all drivers and support staff for implementation as directed. (E)  6. Notify management of customer complaints received via phone or email. (E)  7. Provide on site coordination for special events, as needed to ensure proper operations. (E)  8. Attend and participate in regular staff meetings. (E)  9. Provide driver schedule information to Transit Operations Supervisor to ensure accurate time reporting. (E)  10. Ensure drivers are properly trained on the correct usage of equipment such as communication devices, AVL, CNG fuel cards, Voyager cards, vehicle keys, etc. and maintain inventory of these items. (E)  11. Inventory, assign and maintain driver uniforms, hats, clipboards, blazers, and jackets. (E)  12. Maintain lost and found inventory following established guidelines for recovery, retention and disposal. (E)

5%

Additional Duties

1. Set prioritization of scheduling changes and dispatch calls utilizing two-way radio system in accordance with departmental policies and procedures. (E) 2. Perform daily program dispatch duties primarily for schedule adherence and changes, radio monitoring, and the quarterly bid process. (E)  3. Ensure that departmental reports are completed and verified in a timely manner in conjunction with Dispatcher. (E)  4. Provide assistance to management for special projects as needed. (M)

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bus Driving Experience

One year of commercial bus driving experience on air brake equipped buses.

Preferred

Must possess and maintain a current medical certificate along with a valid class B California driver's license with air brake and passenger endorsement .

Required

1. Knowledge of CHP/DOT requirements along with driving laws as specified in the California Vehicle Code and Department of Transportation regulations.

Required

2. Demonstrated skills in supervising and the ability to be trained and train drivers in fixed route shuttle program to include the use of wheelchair lifts and other special equipment.

Required

3. Interpersonal skills to establish, foster and maintain professional and effective relations with drivers, co-workers, faculty, staff, students, administrators and vendors. Skill in working as part of a team and collaborating with colleagues.

Required

4. Demonstrated skills in effective leadership, delegating work, supervision and providing a work environment conducive to the motivation of subordinates and delivery of quality service to customers.

Required

5. Demonstrated oral/written communications and interpersonal skills to convey concise, accurate information to others on an individual or group basis.

Required

6. Ability to use discretion and maintain confidentiality of information, work independently with minimal direction, make independent judgments and decisions, and discern when action of a higher level is required.

Required

7. Demonstrated proficiency of Microsoft Office software including Word, Excel, PowerPoint, and Access and in the utilization of AVL technology.

Required

8. Ability to negotiate mutually agreeable solutions to conflicts between individuals or organizational units.

Required

9. Ability to work extended hours including on call status "to meet all departmental responsibilities."

Required

10. Must possess dispatch skills which include but are not limited to the use of two way push-to-talk radios or cellular telephone to communicate instructions, directions and new assignments, scheduling experience, creation of quarterly driver bids, effectively manage drivers, vehicles and resources and act a liaison between operators and management.

Required

11. Must possess the ability and aptitude to learn the intricacies of the operation of the AVL/APC system in order to monitor its function and usage to assure the data integrity.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Department of Transportation: The position is subject to Department of Transportation regulations. The candidate(s) successful completion of drug screening is required. Continued employment is contingent upon participation in a Drug and Alcohol Testing Program.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

X

Communication skills

X

Numerical skills

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.