Student Enrollment Coordinator

Job Title: Enrollment Coordinator

Department: Operations / Student Services
Reports To: Chief Flight Instructor
Location:  Floating Between KBTF & KSPK

Job Type: Full-time; **NOT A STUDENT POSITION**

Position Summary

The Enrollment Coordinator is responsible for guiding students through the enrollment and scheduling process as they progress through their flight training. This role serves as a key liaison between students, instructors, examiners, and flight school leadership to ensure smooth transitions between ground courses, flight training phases, checkrides / EA-EOC's, and time-building activities. The ideal candidate is highly organized, detail-oriented, and comfortable coordinating multiple schedules in a fast-paced aviation environment.

Key Responsibilities

Student Enrollment & Progression

• Enroll students into upcoming ground school courses based on training progress and availability


• Track completion and grades, pass/fail, of student training


• Communicate enrollment requirements, timelines, and expectations to students


• Record accurate student training and enrollment expectations

Instructor Assignment

• Assign students to primary and secondary Certified Flight Instructors (CFIs) based on availability, training needs, aircraft type, and student progression


• Coordinate instructor changes as needed and communicate updates clearly to all parties


• Work closely with the Chief Flight Instructor for instructor assignments

Scheduling & Coordination

• Schedule practical test (checkride) appointments with Designated Pilot Examiners (DPEs), and/or in-house examiners


• Notify students of details for their practical exam


• Coordinate payments and aircraft for checkrides


• Schedule and manage time-building hours for eligible students


• Monitor schedule changes due to weather, aircraft availability, instructor changes, or student needs


• Record amount of cancelled training sessions

Communication & Support

• Serve as a primary point of contact for students regarding enrollment, scheduling, and training logistics


• Communicate effectively with CFIs, DPEs, and operations staff


• Resolve scheduling conflicts and escalate issues, when necessary


• Provide a high level of customer service to students and instructors

Administrative Duties

• Maintain scheduling systems and student management software


• Ensure compliance with FAA training requirements and school policies


• Generate reports related to enrollment, instructor assignments, and checkride scheduling


• Assist with other operational or administrative tasks as needed

Qualifications

• Strong organizational and time-management skills


• Excellent written and verbal communication skills


• Ability to manage multiple schedules and priorities simultaneously


• Proficiency with scheduling software, spreadsheets, and databases


• Customer-service mindset with professionalism and discretion

Preferred

• Prior experience in aviation, flight training, or education administration


• Familiarity with FAA training structure, certifications, and terminology (Part 141/61)


• Experience coordinating with external vendors or examiners


• Background in scheduling, enrollment, or student services

Skills & Competencies

• Attention to detail


• Problem-solving and adaptability


• Ability to work independently and as part of a team


• Calm under pressure in a dynamic operational environment


• Strong follow-through and accountability

Work Environment

• Office-based with frequent interaction with instructors, students, and operations staff


• Fast-paced environment influenced by weather, aircraft availability, and training timelines

Benefits 

• Health benefits


• PTO


• 401K


• Opportunity to work in a professional aviation environment with a fast growing flight school