Job Description
Job DescriptionSalary: Depends on Experience - typical range is $21 to $24/hr
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
Required
- 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