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