Pilot Administrative Services Specialist
Administration of all pilot trainee activities.
Responsibilities Include:
- Registration/Enrollment/Course Management including ETA, Electronic Records, and PAS Database
- FITA Liaison with Registrar and COA Faculty and Staff
- Provide Add/Drop Registration Forms
- Verify Banner Registrations
- Print Check-in Forms for New, Returning and/or Incomplete Trainees
- Collect and Verify Documents
- Arrange fingerprinting appointments
- Enter/Complete/Change Course in ETA
- Ground all COA Trainees at semester start
- Check-in and unground Trainees as needed
- Collect and Post Knowledge Test Results in ETA
- Process Grade Sheets
- Provide Progress Reports as required
- Close out upon completion
- Retail Trainees
- Process Registration Forms
- Collect and Verify Documents
- Enter in PAS Database
- Enter in TFBO (if necessary)
- Enter/Complete/Change Course in ETA
- Arrange fingerprinting appointments
- Arrange transportation and FL Tech services for trainees
- Collect and Post Knowledge Test Results in ETA
- Close out upon completion
- International Contract Trainees
- Reprint and update International Trainee Resource Guide as needed
- Provide TSA Application Assistance
- Assist with Medical Exams as needed
- Assist with Check-in and Orientation
- Verify and scan Documents: Passport, Visa, I-20
- Verify TSA o Take Photos for TSA – PPL/IRA/MEL
- Arrange fingerprinting appointments
- Provide Administrative Support as required (i.e. Enrollment Letters for driver licenses, family visits, etc.)
- Collect and process grade sheets for J-1 Trainees
- Enroll M-1 Students in Banner
- Collect Passport Data
- Provide I-20 Application and Information
- Verify Financial Documentation
- Issue I-20s
- Register Trainees in SEVIS upon arrival
- Prepare and coordinate Induction Schedule and Check-In
- Maintain M-1 Spreadsheet and Records
- Coordinate English Testing for students
- FAA
- Get signed Part 141 Enrollment Certificate for each course
- Verify FAA Medical Certificates
- Assist IACRA School Administrator with applications as requested
- End-of-Course
- Collect End-of-Course Paperwork from IPs
- Prepare Check-ride Folders
- Knowledge Test Originals
- Verify documentation
- Print Checkride Checklist
- Prepare and print Part 141 Graduation Certificate
- Include Part 141 Ground Training Log
- SEVP
- Maintain DSO Status o Keep abreast of current SEVP Regulations
- Advise International Students on Immigration Matters
- Assist with I-20 Extensions
- Process Requests for Evidence from DHS
- Process I-20 Requests for Travel
- Periodically review SEVIS Alerts
- Keep SEVIS updated with FITA Trainees
- Assist with Standardization for instructors
- Assist with TSA Audit
- Gather, track and verify that required trainee documents are in order
- Periodically review and update TSA compliance for all trainees
- Ensure TSA records are maintained for inspection
- Secondary Roles & Responsibilities:
- Additional duties as assigned
Requirements Include:
- Bachelor’s Degree or equivalent experience
- Must be knowledgeable of operations and flight training programs
- Must be self-motivated and accountable
- MS Office, emphasis on Excel
- FAA Airman Certification Representative
- SEVP Designated School Official
- IACRA School Administrator
- TSA Agent
- Superior customer Service Skills
- Must speak, read, and understand English
- Superior attention to detail
- Accuracy
- Multi-tasking Desired Experience:
- Excellent customer service and organizational skills
- Strong interpersonal and communication skills
- Proven results-oriented and self-motivated work style
