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

Equal Opportunity

Florida Institute of Technology does not discriminate on the basis of race, color, national or ethnic origin, religion, disability, age, genetic