Aviation Scheduling & Administrative Assistant

Description 

JOB TITLE: Aviation Scheduling and Administrative Assistant 

EMPLOYMENT STATUS: Regular 

WORK STATUS: Full Time 

FLSA STATUS: Non-Exempt 

OCCUPATIONAL GROUP: Office and Clerical 

REPORTS TO: Program Manager 

DIRECTLY SUPERVISES: None 

Position Purpose: 

Experienced aviation and administrative support professional. Provide military aviation scheduling and operations support and administrative support to manage international aviation student training program. Prepares plans and schedules training directives, programs and orders; maintaining orders of flight time in both master and individual flight files; maintaining files of extended flight, navigational information, navigational publications, radio and landing facility charts, flight information manuals, maps, other pertinent guides and notices, and compiling data and preparing aviation operations reports. Directly assist students with administrative and logistics requirements and tasks. These duties include but are not limited to; collaborate and coordinate with Navy squadron personnel to assist in the production of training schedules and monitor and document training events in student records; publish certification and official letters; perform full range of office administrative duties (copying, records, student material binding); and assist foreign students to maintain schedules and remain prepared and equipped to execute each scheduled training event. Work will predominantly be conducted in office environment at HSM-41 hangar building 1474 offices spaces, and other locations as required 

Essential Functions of the Position:

The requirements listed below are representative of the knowledge, skills, and/or ability required for a Aviation Scheduling and Administrative Assistant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Types reports, correspondence, and other matters as directed.
• Prepares, promulgates and coordinates classroom, training devices and flight schedules. 
• Coordinates with maintenance control regarding aircraft status and flight schedule changes. 
• Prepares master sheets for reproduction. 
• Maintains files of aviation operations publications, records, and correspondence per current directives.
• Maintains and files classified material.
• Maintains flight logs and records of an aviation operations activity.
• Transmits flight plans and arrival reports to flight and air traffic control centers.
• Maintains maps, aeronautical charts, and aeronautical published files.
• Utilizes publications pertaining to aviation operations.
• Prepare records, reports, and schedules of aviation operations such as daily flight records, aircraft operational reports, daily flight, and training schedules.
• Accurately interprets naval aviation and local directives.
• Collects and distributes NOTAMs and weather current/forecast accurately.
• Briefs flight crews on the aircraft status, weather, and NOTAMS.
• Initiates and/or compiles serious incident reporting formats as/when required.
• Creates spreadsheets, composes correspondence, manage databases, and creates presentations, reports and documents as assigned.
• Handles differing situations, problems, and deviations in the work of the office according to the instructions, priorities, duties, policies, and program goals. 
• Screen telephone calls, visitors, and incoming correspondence.
• Maintain inventories of IT assets, issued work clothing, and other materials as required.
• Procure office and administrative supplies as necessary to ensure the smooth functioning of the office.
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports
• Assisting the IMSO as required for support of student movement through the training program.
• Escort students through classified spaces.
• Inspect material condition of classrooms, offices, and adjoining spaces for material deficiencies. 
• Assisting with other administrative and non-administrative duties as assigned.
• Completing additional duties as assigned by the Program Manager.
• Maintaining a clean workspace and classroom environment.
• Other duties as assigned. 

Education and/or Experience: 

The following are the requisite education and/or experience required to qualify for the position as a Aviation Scheduling and Administrative Assistant. Experience may substitute for education and experience on a two- for-one yearly basis. 

• Naval aviation squadron experience preferred; other services considered.
• SHARP experience preferred.
• High School Diploma or equivalent

Other Job Requirements:

• Candidates must be able to satisfactory complete a National Agency Check Local Records and Credit (NACLC) or Access National Agency Check with written Inquiries (ANACI), eligibility for a SECRET clearance.
• Shall be able to obtain a DOD CAC card privileges to ensure access to flight line workspaces and critical information systems.
• Typical work week will be 7 AM– 3:30 PM Monday through Friday. Must be willing to report to work at 7 AM weekday mornings, and must be able to arrive earlier, as early as 5:30 AM, on occasion.
• Must be able to work overtime as required.
• Must be willing to work later shifts and weekends as required. Weekend and holiday work not anticipated.
• Must be able to carry out routine scheduling and administrative duties autonomously.