Flight Training Administrative Specialist

Embry-Riddle Aeronautical University • Prescott, AZ

6d

About The Position

The Flight Training Administrative Specialist supports the Associate Director, Flight Department, by coordinating administrative activities among the offices of the Chief Flight Instructor, Flight Data & Certification, and Flight Scheduling. The role facilitates the timely exchange of information, documentation, records, and administrative actions that contribute to student progression and operational efficiency.

The specialist provides administrative support to the Chief and Assistant Chief Instructor Pilots by preparing, organizing, reviewing, and maintaining flight-training documentation and records. Duties include assisting with documentation requests, report preparation, information gathering, record updates, and follow-up activities that support training program administration, instructor operations, and student success.

The role works closely with Flight Data & Certification on student customer-service interactions, records review and auditing, data validation, certification-related administrative activities, and resolving routine discrepancies. It uses university systems and databases to review, organize, and coordinate student academic, flight-training, and certification information while maintaining accuracy and following established procedures.

The specialist also supports Flight Scheduling by assisting with scheduling inquiries and coordinating information about students, instructors, aircraft, simulators, practical tests, and other training resources. The position synthesizes information across the Flight Department to identify incomplete documentation, record discrepancies, scheduling or certification issues, and other administrative barriers affecting student training; coordinates follow-up, tracks unresolved matters, and escalates complex or recurring issues to departmental leadership. Special projects, process-improvement initiatives, training activities, and other operational support responsibilities may also be assigned.

Requirements

• High school diploma or GED.
• Demonstrated proficiency in grammar, spelling, basic composition, and mathematics.
• One to three years of administrative experience.
• Ability to organize and maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Demonstrated commitment to providing professional customer service.
• Proficiency with standard office software and ability to learn departmental information systems.
• Ability to review information for completeness and accuracy and perform basic data-entry and mathematical calculations.
• Ability to follow established procedures, maintain confidentiality, and protect sensitive information.
• Strong organizational skills and ability to manage multiple tasks and priorities simultaneously.
• Ability to identify routine discrepancies, resolve issues, and work collaboratively with students, faculty, staff, and departmental offices.

Responsibilities

• Coordinate administrative activities among the offices of the Chief Flight Instructor, Flight Data & Certification, and Flight Scheduling.
• Prepare, organize, review, and maintain flight-training documentation and records for the Chief and Assistant Chief Instructor Pilots.
• Assist with documentation requests, report preparation, information gathering, record updates, and follow-up activities.
• Support student customer-service interactions, records review and auditing, data validation, certification-related administration, and resolution of routine discrepancies.
• Use university systems and databases to review, organize, and coordinate student academic, flight-training, and certification information.
• Assist with scheduling inquiries and coordinate information related to students, instructors, aircraft, simulators, practical tests, and other training resources.
• Identify incomplete documentation, records discrepancies, scheduling or certification issues, and other administrative barriers affecting student training.
• Coordinate follow-up actions, track unresolved matters, and escalate complex or recurring issues to departmental leadership.
• Support special projects, process-improvement initiatives, training activities, and other operational responsibilities as assigned.

Benefits

• Up to 18 days of paid leave in the first year, including 3 days granted upon hire and 15 days accrued throughout the year.
• 9 or more paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• 100% tuition coverage for the employee for one undergraduate and one graduate degree.
• Discounted tuition rates for a spouse and dependent children up to age 26.
• Employer retirement contribution of 6% of base salary.
• 4% matching retirement contribution with no vesting period.
• Personal leave of 15 days for non-exempt employees or 18 days for exempt full-time employees in the first year.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED