Student Administration Coordinator

Phoenix East Aviation; Daytona Beach (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Phoenix East Aviation, Inc. is seeking a Student Administration Coordinator to manage administrative tasks, enrollment support, and billing activities with strict adherence to our standards.

The role requires handling consent forms, ETA accounts, badging, and TSA processes for international students. The successful candidate will demonstrate excellent organizational skills, attention to detail, and the ability to manage multiple responsibilities while maintaining confidentiality in a dynamic

Qualifications

• 2 years of proven experience in an administrative or office management role.
• 2 years of proficient in Microsoft Office Suite and other relevant software.

Responsibilities

• Consent Forms Management: distribute and collect photo release and student consent forms; ensure forms are completed, filed and communicated to offices.
• Documentation Verification: assist with attendance confirmations and proof of funds letters for students.
• Badging: oversee the badging process for students and staff, including creating and issuing badges.
• ETA Account Management: create ETA accounts for new students and send login information; assist with ETA issues; process daily financial grounds.
• Enrollment Procedures: manage enrollment, badging, ETA setup, scanning documents, uploading photos and contact information; distribute books, materials and uniforms; upload documents to enrollment folder/ETA account.
• Student Vacation Requests: process and manage requests per institutional policies and DHS standards.
• Billing Assistance: assist with monthly billing; process material purchases, returns and refunds; track inventory.
• TSA: assist international students with TSA applications; create training events; comply with FTSP regulations; complete fingerprint forms and schedule appointments.

Skills

Multitask

Organizational skills

Confidentiality

Communication

Tools

Microsoft Office Suite

Job description

Summary

The Student Administration Coordinator plays a vital role in managing and facilitating various administrative tasks, ensuring smooth operations and compliance within our organization's standards and practices. This role involves handling consent forms, new student enrollment support, and assisting with billing tasks. The ideal candidate will have strong organizational skills, attention to detail, and the ability to manage multiple responsibilities efficiently.

Essential Functions

1. Consent Forms Management:

• Distribute and collect photo release and student consent release forms.
• Ensure all forms are accurately completed, filed and communicated to the appropriate offices.

1. Documentation Verification:

• Assist with confirmation of attendance and proof of funds letters for students.

1. Badging:

• Oversee the badging process for students and staff, including creating and issuing badges.

1. ETA Account Management:

• Create ETA accounts for new students and send login information.
• Assist with any ETA-related issues or questions
• Process daily financial grounds

1. Enrollment Procedures:

• Manage the enrollment process, including badging, ETA setup, scanning documents, and uploading student photos and contact information.
• Distribute books, materials and uniforms.
• Upload student documents to their enrollment folder and ETA account.

1. Student Vacation Requests:

• Process and manage student vacation requests in accordance with institutional policies and Department of Homeland Security standards

1. Billing Assistance:

• Assist with monthly billing processes as needed, ensuring accuracy and timely completion.
• Process material purchases, returns and refunds while tracking inventory levels.

1. TSA:

• Assist international students with TSA applications according to FTSP guidelines
• Create training events within FTSP and enter ETA qualifications and grounds
• Comply with FTSP regulations and recordkeeping
• Complete NATA Fingerprint forms and schedule appointments

Competencies

• Ability to multitask and prioritize assigned projects.
• Strong organizational skills and attention to detail; should be thorough, accurate, and focused.
• Ability to handle sensitive information with confidentiality.
• Excellent communication and interpersonal skills.

Supervisory Responsibilities

N/A

Physical Demands

• Must be able to remain in a stationary position 75% of the time.
• Constantly operates a computer and other office productivity machinery, such as a computer, copy machine, calculator and printer.
• The ability to communicate information and ideas so others will understand.
• Must be able to exchange accurate information in these situations.
• Ability to walk up and down stairs
• Ability to lift 40lbs periodically

Position Type and Expected Hours of Work

Full time, non-exempt

Monday - Friday 8:30am - 5:00pm

Travel

N/A

Required Education and Experience

• 2 years of proven experience in an administrative or office management role.
• 2 years of proficient in Microsoft Office Suite and other relevant software.

Preferred Education and Experience

• 4 years of proven experience in an administrative or office management role.
• 4 years of proficient in Microsoft Office Suite and other relevant software.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Phoenix East Aviation is a Drug Free Workplace and all applicants will be subject to a pre-employment drug screen.

Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.