Pilot Administrative Services Specialist
Job Description
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 [email protected], or +1 321-674-7153; 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 321-674-8100.
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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