Description
The Administrative Secretary will provide support to the Flight Operations Administration department at the John D. Odegard School of Aerospace Sciences, specifically the Director of Flight Operations and Records Department.

Position Benefits
Benefits include single or family health care coverage (UND pays the full premium), life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 10 paid holidays.

Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

UND also offers an employee tuition waiver and a variety of professional development opportunities.

Find out more about UND's great benefits and perks here!

Duties & Responsibilities
TSA Trusted Agent / Alien Flight Student Program coordinator / Records Assistant
TSA Trusted Agent. Assist TSA clearances by verifying new Alien Flight Student credentials.
Schedule appointments with Alien Flight Students to process TSA applications for 102, 221, 325, 480 and CRJ flight courses.
Apply payments to Alien Flight Students’ TSA applications.
Maintain proper records and legal documents for AFSP applicants.
Submit monthly payment transactions to Records Department.
Process and distribute completed Temporary Pilot Certificates and Logbooks to UND Aerospace students.
Assist CFI new hires and upload certification data into AIMS Pilot Manager.
Provide assistance in the Records Department. File records documents and perform Ramp Badge Audits.
Flight Operations Administration staff and student support.
Assist with hiring of student employees. Schedule and assign tasks to student employees.
Coordinate and process UND Aerospace and Aerospace Foundation Travel Requests and Reimbursements for Flight Operations personnel.
Obtain proper signatures, receipts and documentation for all travel requests and reimbursements.
Assist the Director and Flight Operations personnel with various administrative tasks.
Receive and distribute Inter-Campus mail from Flight Operations Administration, Dispatch, MX, Line and Helo to UND Campus offices.
Maintain monthly/weekly inspections of AEDs, Fire Extinguishers, Eye Wash Showers and Medical Supply Kits for Flight Operations (Maintenance, Hangars, Line, Dispatch, Helicopter, Records and Administration).
Submit monthly Copier Reading Reports for Flight Operations’ and Helicopter copy machines.
BSSR contact for Flight Operations Administration building.
Submit work orders for repairs/changes within Flight Operations Administration Building.
Maintain the operation and cleanliness of Flight Operations Service Vehicles.
Submit monthly mileages for Flight Operations Service Vehicles.
Minor Inventory counselor for Flight Operations
Maintain Purchasing Card for Flight Operations
Purchasing card holder for UND Flight Operations.
Monitor and purchase office supplies/minor equipment for Flight Ops Administration, Dispatch, Records and Helo.
Purchase airline tickets for UND Flight Operations personnel.
Maintain accurate documentation of purchases and promptly submit monthly statements.
Apply payments for event registration fees and annual memberships for Flight Operations Personnel.
Receive and confirm purchases. Process returns if necessary.
Flight Operations Ramp Badge Management & Security Program.
Operate and maintain Pinnacle security system. Responsible for monitoring and granting access to secure airport locations through the Pinnacle security system.
Work as liaison between UND Badging Office and Flight Operations Ramp Badge Manager.
Issue Simplex security cards to Aerospace staff.
Update all Aerospace staff and student ramp badges in Pinnacle for annual TSA audits.
Monitor and maintain access of secure doors throughout Flight Operations (Maintenance, Line, Helicopter, Dispatch, Records and Administration).
Schedule opening and closing of each electronic door access, including weekend and holiday changes.
Flight Operations Administration front desk coverage.
Maintain coverage of the front desk.
Keep in/out board accurate for administrators.
Fax and/or scan documents for Flight Operations staff and students.
Create documents using Word, Power Point and Excel for distribution and filing.
Keep surroundings presentable to visitors.
Complete day, week and overnight parking passes for Aerospace visitors.
Schedule meetings in Outlook Calendar.
Required Competencies
Excellent Interpersonal and Communication Skills.
Ability to effectively work independently, with minimum direct supervision.
Attendance and punctuality consistently maintained.
Demonstrate flexibility in scheduling and accepting work assignments.
Ability to remain calm, professional, and courteous in all circumstances.
Ability to maintain confidentiality of personnel information.
Minimum Requirements
High school diploma or equivalent
Experience with computers and software, including Microsoft Office: Word, Excel, PowerPoint, and Outlook.
1-year work experience in an office setting.
Valid Driver’s License
Successful completion of criminal history records check.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications
2 years of experience working in an office setting.
Associate’s degree or equivalent in related field.
Experience with UND Policies and Procedures.
Experience with Aviation Department or the Aviation Industry.
Experience with AIMS.