"Flight Administration FAA Testing Coordinator"

Flight Administration/FAA Testing Coordinator

Salary $40,100

SUMMARY

The Flight Administration/FAA Testing Coordinator for Aerospace Sciences reports to the Director and provides office administration, FAA Testing and bookkeeping/accounting plus fiscal reporting to the department. Responsibilities include bookkeeping/accounting, monitoring, reviewing and tracking documents for flight operations, aircraft maintenance, and secretarial support for all faculty in the department(s), at the remote location at Tinker AFB and Rose Campuses. Position also responsible for processing purchase orders, responding to vendor inquiries, reconciling vendor statements, and supervising student employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Flight operation/fiscal control and cost analysis
  1. Provide and maintain detailed financial record keeping for projecting costs such as aircraft purchasing, repair and replacement of engines, instruments, flight training equipment, software, increased enrollment, and simulator requirements.
  2. Provide numerical and graphical representation of generated revenue matched with expenditures and provide this data as daily, monthly, and annually delineation.
  3. Correlate with number of flight students, aircraft type and hours flown, weather, and phase of training.
  4. Reconcile - check and balance with business office monthly.
  5. Provide detailed daily balances and status of purchase orders to Director.
  6. Integrates all transactions & invoices and matches to individual aircraft for detailed analysis of operation costs and maintenance requirements.
• Responsible for monitoring, tracking and reconciliation of departmental budgets.
• Processing purchase orders and matching with maintenance work orders.
  1. Assigns departmental tracking number
  2. Verifies quantity of items and amounts
  3. Request bids and order parts from appropriate vendors, including fuel
  4. Correlates to proper order code
  5. Monitors and tracks core charges and returns for refunds
  6. Tracks shipments and processes invoices
  7. Assists in ordering aircraft parts, etc.
• Student billing
  1. Correlates all daily flight invoice reports
  2. Maintains database for all student account and activities.
  3. Provides daily running account for each individual student flight account
  4. Provides Business Services Office with monthly account activity for all students
• Southeastern FAA Testing Center Specialist
  1. PSI Designated Testing Center Supervisor
  2. Pass a 5-year criminal background check
  3. Ensures the facility are in FAA compliance
  4. Comply with PSI yearly document audit
  5. Complete the required annual certification as FAA designated test administrator/proctor
  6. Test monitor for FAA written tests for internal and external flight students
  7. Verifies student eligibility
  8. Contacts FAA Testing Center & downloads appropriate FAA test
  9. Grades tests and issues notarized certificate of completion
• Student Payroll
  1. Gathers time-sheets
  2. Processes and manages each student employees' work certification form for each semester and tracks all student award balances.
  3. Completes weekly payroll authorization for all student employees and submits total payroll monthly.
  4. Assists in processing Flight instructors monthly payroll, calculate duty time, Ground, Dual and No Shows
  5. Assists in processing Envoy Airlines Cadets Payroll
• Coordinates key requests forms and keys for student employees and Flight Instructors. Keys are issued to employee once they have completed forms with HR and collected when the employee terminates his/her employment.
• Correlates monthly leave documents for all faculty and staff on Durant, Tinker and Rose Campuses.
• Generates monthly reports on aircraft utilization and fuel & oil consumption for tracking and correlation.
• Represents the Aerospace Sciences Institute by corresponding with potential new students via written and/or verbal communication.
• Annual Alumni and Scholarship Banquet- reserves tables, chairs, plants from SE Dept and coordinates food order.
• Prepares scholarship awards and letters for each receiving student.
• Aviation Career Day and Aviation Visitation Days- schedules meeting rooms, lunch, compiles a registration list of attendees, orders t-shirts, SE bags and literature for each student visiting.
• Assistant Sponsor of Woman in Aviation Student group schedule hotel, transportation, registration and completes paperwork for Transfer from their Foundation account to pay for their expenses.
• Assist with Flight Team trips, schedule hotel, registrations, transportation and completes paperwork for Transfer from their Foundation account to pay for their expenses.
• Maintains and yearly processing of the Pilot Qualification forms for State of Oklahoma Pilot insurance.
• Maintains the cleanliness of the front lobby, windows and the kitchen that is utilized by our students.
• Maintain Department Vehicles mileage logs and schedule maintenance for vehicles.
• Orders office supplies and flight supplies,
  1. Maintain departmental filing.
  2. Responsible for campus delivery and airport distribution at the airport of mail
  3. Student and employee badging for airport access
  4. Visitor greeting, badging, and facility tours coordination
  5. Other duties as assigned

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation and performs incident duties as assigned.

MINIMUM EDUCATION, TRAINING, AND EXPERIENCE

REQUIRED: Associate's degree or equivalent experience and knowledge of bookkeeping, data management and financial reporting. Proficiency in basic and advanced computer skills including Excel, Word, and PowerPoint. Ability to organize and prioritize work, meet deadlines and work without direct supervision. Ability to improvise and develop data from raw material. Excellent skills in written and oral communication and interpersonal skills.

PREFERRED: Bachelor's degree and previous office management and experience; proficient computer skills in IBM based windows, Microsoft Office, database, and other software programs. Knowledge of airport operations/terminology highly desirable.

Founded in 1909 as a teachers' college, Southeastern Oklahoma State University continues the strong tradition of producing outstanding educators for southeast Oklahoma and north Texas. Student enrollment is approximately 6,000 students and the campus is situated in rural Oklahoma. The main campus is located in Durant, Oklahoma, which is 90 miles north of Dallas, Texas, and 150 miles southeast of Oklahoma City. The community is close to Lake Texoma and the Choctaw Casino Resort. Southeastern Oklahoma State University continues to be among the nation's most affordable universities according to the U. S. News & World Report's America's Best colleges.

The preferred start date is November 14, 2025. Review of applications will begin immediately and continue until filled.

Southeastern offers a comprehensive benefits package including university paid health, vision, life insurance, long term disability, retirement contributions to Oklahoma Teachers Retirement System, as well as a tuition waiver for employees and spouse/dependents who wish to enroll at Southeastern. Southeastern offers 25 paid holidays per fiscal year and has a generous leave package including annual/vacation leave, sick leave, personal leave, and birthday leave. In addition to the SE paid benefits, there are many voluntary products available to employees such as 403(b), Health Savings Account, Flexible Spending Account, dental, short-term disability, dependent life insurance and a variety of ancillary benefits.

Employment is contingent upon the results of a national criminal and sex offender background check. Candidates must be eligible to work in the United States. SE participates in E-Verify.

SE is an AA/EEO employer committed to multicultural diversity.

Notice to applicants:

It is Southeastern Oklahoma State University's policy that all newly hired employees must provide an original social security card during the hiring process. Failure to provide an original social security card will delay the hiring process and ability to begin employment.

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