Pilot Administrative Services Specialist

The Chronicle Of Higher Education, Inc.; Melbourne (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Florida Tech is seeking an Administrator to oversee pilot trainee activities, registrations, and course management. You will liaise with Registrar, COA Faculty, and staff to ensure smooth onboarding and compliance across ETA, PAS, and Banner systems.

The role requires strong MS Office skills, attention to detail, and the ability to handle sensitive visa and documentation processes for domestic and international trainees.

Qualifications

• Bachelor’s Degree or equivalent experience.
• Knowledge of operations and flight training programs.
• Strong organizational skills and attention to detail.
• Proficiency with MS Office, especially Excel.
• Experience with FAA/SEVP/IACRA is preferred.

Responsibilities

• Administer pilot trainee activities and registrations.
• Coordinate course enrollments and documentation (ETA, PAS, Banner).
• Arrange fingerprinting appointments and TSA-related tasks.
• Maintain trainee records and progress reports in ETA and PAS.

Skills

MS Office

Excel

Attention to detail

Communication skills

Education

Bachelor’s Degree or equivalent experience

Tools

ETA System

PAS Database

SEVIS

Job description

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 IncompleteTrainees
• 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 asneeded
• 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. EnrollmentLetters 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 eachcourse
• Verify FAA Medical Certificates
• Assist IACRA School Administrator with applications asrequested
• 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 SEVPRegulations
• 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 inorder
• Periodically review and update TSA compliance for alltrainees
• 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 trainingprograms
• 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 basisof race, color, national or ethnic origin, religion, disability,age, genetic information, marital status, citizenship status,veteran status, and other legally protected characteristics in itsactivities and programs. In accordance with Title IX of theEducation Amendments of 1972, Florida Tech does not discriminate onthe basis of sex. Inquiries concerning the application of theNon-Discrimination and Anti-Harassment policy may be directed tothe Equal Opportunity Director and Investigator at 150 WestUniversity Blvd, Melbourne, FL 32901, or email [e-mail] , or [phone]; or to the U.S. Department of Education Office forCivil Rights.

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonableaccommodation for a disability is needed by calling the Office ofHuman Resources at 321-674-8100.

Annual Security & Fire Safety Report

The federal Jeanne Clery Disclosure of Campus Security Policy andCampus Crime Statistics Act (Clery Act) requires colleges anduniversities, both public and private, participating in federalstudent aid programs to disclose campus safety information, andimposes certain basic requirements for handling incidents of sexualviolence and emergency situations.

Florida Tech’s 2025 Annual Security and Fire Safety Report includesstatistics for the previous three years concerning reported crimesthat occurred on campus; in certain off-campus buildings orproperty owned or controlled by Florida Tech; and on publicproperty within, or immediately adjacent to and accessible from,the campus.

The numbers provided include crime statistics that were reported tolocal law enforcement agencies, campus security and other CampusSecurity Authorities.

The report also includes institutional policy statements regardingcampus safety and security measures; descriptions of prevention andawareness programs; related university procedures and importantguidance; and other essential safety information.

You can obtain a printed copy of this report at the Department ofSecurity Welcome Center located at 3126 Panther Place, duringnormal business hours, or by accessing the following website2025 Annual Security and Fire Safety Report .

Official Transcripts

Official transcripts of all collegiate work must be sent directlyfrom the attended institution to the Office of Human Resourcesprior to the first day of employment. All international degreesmust have a course-by-course official evaluation and translationsent to the Human Resources Office directly from an evaluationcompany affiliated with the National Association of CredentialEvaluation Services, Inc. (NACES).

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