Pilot Administrative Services Specialist

Pilot Trainee Administration

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 Incomplete Trainees
• 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 as needed
• 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. Enrollment Letters 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 each course
• Verify FAA Medical Certificates
• Assist IACRA School Administrator with applications as requested
• 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 SEVP Regulations
• 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 in order
• Periodically review and update TSA compliance for all trainees
• 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 training programs
• 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 basis of race, color, national or ethnic origin, religion, disability, age, genetic information, marital status, citizenship status, veteran status, and other legally protected characteristics in its activities and programs. In accordance with Title IX of the Education Amendments of 1972, Florida Tech does not discriminate on the basis of sex. Inquiries concerning the application of the Non-Discrimination and Anti-Harassment policy may be directed to the Equal Opportunity Director and Investigator at 150 West University Blvd, Melbourne, FL 32901, or email View email address on click.appcast.io, or View phone number on click.appcast.io; or to the U.S. Department of Education Office for Civil Rights.

Americans with Disabilities Act

Please notify us at least five days in advance if a reasonable accommodation for a disability is needed by calling the Office of Human Resources at View phone number on click.appcast.io.

Annual Security & Fire Safety Report

The federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires colleges and universities, both public and private, participating in federal student aid programs to disclose campus safety information, and imposes certain basic requirements for handling incidents of sexual violence and emergency situations.

Florida Tech's 2025 Annual Security and Fire Safety Report includes statistics for the previous three years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by Florida Tech; and on public property within, or immediately adjacent to and accessible from, the campus.

The numbers provided include crime statistics that were reported to local law enforcement agencies, campus security and other Campus Security Authorities.

The report also includes institutional policy statements regarding campus safety and security measures; descriptions of prevention and awareness programs; related university procedures and important guidance; and other essential safety information.

You can obtain a printed copy of this report at the Department of Security Welcome Center located at 3126 Panther Place, during normal business hours, or by accessing the following website 2025 Annual Security and Fire Safety Report.

Official Transcripts

Official transcripts of all collegiate work must be sent directly from the attended institution to the Office of Human Resources prior to the first day of employment. All international degrees must have a course-by-course official evaluation and translation sent to the Human Resources Office directly from an evaluation company affiliated with the National Association of Credential Evaluation Services, Inc. (NACES).

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