Pilot Administrative Services Specialist

Florida Institute of Technology

8d • Onsite

About The Position

This role is responsible for the administration of all pilot trainee activities, including registration, enrollment, course management, and maintaining electronic records. The specialist will act as a liaison with various departments and faculty, process student documentation, manage test results, and provide progress reports. The position also involves specific administrative tasks for retail trainees, international contract trainees, and J-1/M-1 students, including visa and SEVIS compliance, financial documentation verification, and I-20 issuance. Additionally, the specialist will assist with instructor standardization, TSA audits, and maintaining SEVP regulations.

Requirements

• Bachelor’s Degree or equivalent experience
• Knowledgeable of operations and flight training programs
• Self-motivated and accountable
• Proficient in 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 skills

Nice To Haves

• Excellent customer service and organizational skills
• Strong interpersonal and communication skills
• Proven results-oriented and self-motivated work style

Responsibilities

• Administer all pilot trainee activities, including registration, enrollment, and course management.
• Manage electronic records, including ETA, Electronic Records, and PAS Database.
• Liaise with the Registrar, COA Faculty, and Staff.
• Process Add/Drop Registration Forms and verify Banner Registrations.
• Print check-in forms for trainees and collect/verify necessary documents.
• Arrange fingerprinting appointments and enter/complete/change courses in ETA.
• Ground and unground COA Trainees as needed.
• Collect and post Knowledge Test Results in ETA and process grade sheets.
• Provide progress reports and close out trainee records upon completion.
• Process registration forms for retail trainees, verify documents, and enter data into PAS Database and TFBO.
• Arrange transportation and FL Tech services for trainees.
• Reprint and update the International Trainee Resource Guide.
• Provide TSA Application Assistance and assist with medical exams.
• Assist with check-in and orientation for international trainees, verifying and scanning documents like passports and visas.
• Take photos for TSA – PPL/IRA/MEL.
• Provide administrative support, such as issuing enrollment letters.
• Collect and process grade sheets for J-1 Trainees.
• Enroll M-1 students in Banner, collect passport data, and provide I-20 application information.
• Verify financial documentation and issue I-20s.
• Register trainees in SEVIS upon arrival.
• Prepare and coordinate induction schedules and check-ins.
• Maintain M-1 spreadsheets and records.
• Coordinate English testing for students.
• Verify FAA Medical Certificates and assist IACRA School Administrator with applications.
• Collect end-of-course paperwork from IPs, prepare check-ride folders, and verify documentation.
• Prepare and print Part 141 Graduation Certificates and include Part 141 Ground Training Logs.
• Maintain DSO status and stay updated on SEVP regulations.
• Advise international students on immigration matters and assist with I-20 extensions.
• Process Requests for Evidence from DHS and I-20 requests for travel.
• Periodically review SEVIS alerts and keep SEVIS updated with FITA Trainees.
• Assist with standardization for instructors.
• Gather, track, and verify required trainee documents for TSA compliance.
• Periodically review and update TSA compliance for all trainees.
• Ensure TSA records are maintained for inspection.
• Perform additional duties as assigned.

Benefits

• Tier 1 Best National University (U.S. News & World Report)
• Top Technical Institute (Fiske Guide to Colleges)
• Best Value University (Forbes)
• Top 100 global university for graduate employability (GEURS)
• Strengths in aerospace, advanced manufacturing, aviation, autism treatment, biomedical science, cybersecurity and machine-learning, and marine science
• Offers more than 150 bachelor’s, master’s and doctoral degrees
• Located in Melbourne, Florida, in the heart of the “Space Coast”

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level