Flight Training Administrative Specialist

Job Description

The Opportunity

The Flight Training Administrative Specialist supports the Associate Director, Flight Department, by coordinating administrative activities among the offices of the Chief Flight Instructor, Flight Data & Certification, and Flight Scheduling. This position plays a key role in supporting effective flight-training operations by facilitating the timely exchange of information, documentation, records, and administrative actions that contribute to student progression and operational efficiency.

The Flight Training Administrative Specialist provides administrative support to the Chief and Assistant Chief Instructor Pilots by preparing, organizing, reviewing, and maintaining flight-training documentation and records. The position assists with documentation requests, report preparation, information gathering, record updates, and follow-up activities that support training program administration, instructor operations, and student success.

This role partners closely with Flight Data & Certification to support student customer-service interactions, records review and auditing, data validation, certification-related administrative activities, and the timely resolution of routine discrepancies. The specialist utilizes university systems and databases to review, organize, and coordinate student academic, flight-training, and certification information while ensuring accuracy and compliance with established procedures.

The position also supports Flight Scheduling by assisting with scheduling inquiries, coordinating information related to students, instructors, aircraft, simulators, practical tests, and other training resources, and helping ensure the accurate and timely flow of information required to administer daily and future flight-training schedules.

Additionally, the Flight Training Administrative Specialist synthesizes information from multiple areas within the Flight Department to identify incomplete documentation, records discrepancies, scheduling or certification issues, and other administrative barriers affecting student training. The position coordinates appropriate follow-up actions, tracks unresolved matters, and escalates complex or recurring issues to departmental leadership. Special projects, process-improvement initiatives, training activities, and other operational support responsibilities may also be assigned as needed.

About Us

For over 100 years, Embry-Riddle has been the world's leading aviation and aerospace university, educating more than 30,000 students across residential campuses in Daytona Beach, Florida, and Prescott, Arizona, as well as through a global network of Worldwide locations and online programs. With more than 165,000 alumni around the world, our impact reaches every corner of the aerospace, aviation, defense and technology industries.

Today, our faculty, researchers and professional staff are advancing innovation across aviation, space, artificial intelligence, cybersecurity, autonomous systems and next-generation engineering. Working alongside industry leaders, government agencies and innovators, they are solving real-world challenges and shaping the technologies that will define tomorrow.

Whether you are an educator, researcher, administrator, technologist or industry professional, your work at Embry-Riddle will contribute to something bigger than a job. Join a community driven by discovery, purpose and excellence and help shape the future of aerospace.

• Generous Time Off: Enjoy up to 18 days of paid leave in your first year, including 3 days granted upon hire and 15 days accrued throughout the year. You'll also receive 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year's Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution – with no vesting period.
• Personal Leave: Relax with 15 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Compensation

The hourly range for this role is up to $22.00. The final offer will be based on the candidate’s skills, qualifications, and experience, as well as applicable state regulations, internal equity, and business needs, and may fall outside of the stated range.

Qualifications

• Required:

• High school diploma or GED; demonstrated proficiency in grammar, spelling, basic composition, and mathematics

• One to three years of administrative experience.

• Ability to organize and maintain accurate records and documentation.

• Strong written and verbal communication skills.

• Demonstrated commitment to providing professional customer service.

• Proficiency with standard office software and the ability to learn departmental information systems.

• Ability to review information for completeness and accuracy and perform basic data-entry and mathematical calculations.

• Ability to follow established procedures, maintain confidentiality, and protect sensitive information.

• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

• Ability to identify routine discrepancies, resolve issues, and work collaboratively with students, faculty, staff, and departmental offices