Provide administrative support to the Chief Flight Instructor during day-to-day operations, maintain instructor records as required by Federal Aviation Administration record requirements, perform the duties of an Interview coordinator for flight instructor applicants, effectively communicate with management status of interview candidates, etc. and provide customer service to assist students with their needs (i.e. make appointments and direct student to the appropriate manager).
Assist in the hiring process of new instructors. Review and maintain applications daily for prospective new flight instructors. Coordinate with applicants to arrange interview dates that work with their availability. Coordinate with the human resources department to provide travel arrangements for applicants. Schedule interviews for applicants with qualified flight department personnel. Verify flight certificates, medical certificates, and TSA documents are valid during this process.
Assist students in scheduling meetings with the Chief Flight Instructor, or Assistant Chief Instructor. Direct students and employees to the appropriate point of contact for their needs.
Manage flight block loads during each term.
Maintain pilot records, documents, and currencies for each instructor. Ensure these items are current and correct in accordance with FAA regulations. Monitor the validity of documents and currencies and notify instructors when these items are expiring.
Maintain, update, and order department documents, such as endorsement sheets, weight and balance forms, authorization forms, etc. This requires extensive use of Word and Acrobat.
Maintain, update, create, and distribute department reports and tracking. This requires extensive use of Excel.
Create enrollment and graduation certificates for ground schools each term. Create scheduling matrixes to assist in the scheduling process of the ground schools.
Assist with any other duties that may be assigned.