Flight Operations Scheduler - Insignia College, Delta BC

Position Job Title: Flight Operations Scheduler and Executive Assistant

Required Hours: 40 hours per week

Location: Delta

Reports To: Chief Flight Instructor and Executive Team

Primary Purpose
The purpose of the Flight Operations Scheduler and Executive Assistant is to handle the reception at Delta campus.

General Description

Under supervision of Chief Flight Instructor (CFI) and Executive team, the general roles will be to Schedule and co-ordinate flight instructors and Insignia College aeroplanes in accordance with established policy. Dispatch and monitor daily flight operations to ensure flights are executed as requested, and in conjunction with departmental guidelines. Provide co-ordination and support services for all aspects of instructional flights relating to various types of flight, students, and flight instructors in compliance with college policy and government regulations. Co-ordinate and perform a variety of administrative and support duties. Assist with accounts payable, invoicing, finance data input, social media posts, marketing and report generation

Specific Responsibilities

Reporting to the Chief Flight Instructor (CFI) and Executive team, this position is accountable for the following:

• Obtain customer trip requirements for scheduling aircraft, including date, route, departure/arrival times, number of passengers, and contact phone numbers.
• Compile a complete profile of needs associated with each flight, including requirements for ground transportation, hotel, and any additional, unique information that may be required because of the nature of the trip.
• Review trip requirements against aircraft status, airport parameters and weather forecast. As necessary, advise requesting persons of changes required by aircraft performance or airport parameters; and recommend alternative plans.
• Dispatch the day’s flight operations to ensure complete co-ordination of planned trip requests. Monitor weather conditions and flight-following timings to ensure execution of flights recommending changes as necessary. Monitor effect of changes on the day’s activities. Constantly review trip requirements adjusting plans/priorities accordingly.
• Provide timely follow-through on issues and co-ordinate changes with appropriate operating offices, personnel, and all agencies associated with flights. Ensure communications are complete, accurate, and timely.
• Assist with the scheduling of crews to all assignments including flight duty, training, administrative, and personal time. Maintain the goal of providing a balance of crew assignments ensuring that all crew-duty rules and guidelines are in compliance with departmental and Transport Canada rules, regulations, and guidelines.
• Interface with Director of Maintenance to review planned maintenance activities and their impact on flight schedules.
• Help students make on-line reservations and other special reservations sufficiently in advance of trips so as to meet student training requirements.
• Prepare and provide complete trip documentation; brief crews and Maintenance Department with all appropriate information; maintain flight-following logs, crew logs, trip record files, and all reference resources.
• Provide flight planning information to flight crews, as requested, including weather, flight plans, suitability of airports and facilities, overfly permits, curfew information, airport slots and government regulations for domestic and international flights. Assist with international visa applications for crewmembers.
• Ensure that flight requests, schedules, and manifests are complete and accurate.
• Interface with internal/external auditors and assure compliance with corporate policies and procedures as well as Transport Canada rules and regulations.
• Assist with arranging and booking hotels, rental cars, airline transportation and other travel arrangements for crewmembers.
• Establishing and maintaining relationships with outside vendors to include logistical support, i.e., fixed-based operators, handlers, fuel providers, ground transportation, and similar.
• Provide administrative support for the Insignia College’s financial accounting. This includes tax information, reports, and processing invoices for payment, collecting data for chargeback reports and assisting with data needed for budget reporting.
• Ensure that all activities are in compliance with all appropriate Diversity and Ethics policies and guidelines.
• Perform additional tasks and acquire varying responsibilities as appropriate.
• Will be responsible for Flight Following on the weekends.
• Other related duties as assigned to support the business objectives and purpose of Insignia College.
• Job duties as assigned by Executive team.

Competencies

To be successful in this position, individuals must be committed to developing, maintaining and demonstrating the following:

• Demonstrated aptitude for handling detailed information in fast-paced environment with constantly changing priorities;
• Strong organizational skills and demonstrated initiative;
• Team-player mindset with a demonstrated aptitude for customer satisfaction, both internally and externally;
• Ability to formulate and execute solutions quickly, accurately and independently, or in a team setting.
• Able to take direction from the CFI and other management;
• Strong interpersonal skills with the ability to communicate effectively with personnel at all levels in the organization;
• Working knowledge of Flight Schedule Pro (FSP), MS Word, Access, Excel, and PowerPoint.
• Prior experience with aviation scheduling software such as Professional Flight Management (PFM) or Flight Operations System (FOS) would be an asset.
• Prior experience with accounts-payable/invoicing software preferred.
• In addition, must be able to work early morning/late evening hours as required. Available for after-hours, weekend, and holiday calls to schedule aircraft, update flight information or provide assistance to flight crews, students, or passengers.
• Occasional travel for training and professional conferences in order to remain current on resources available and training opportunities to facilitate an effective scheduling operation.

Education and Experience

High School Graduate. College/university degree preferred.

Experience in a high-volume aviation dispatch setting.

Other Requirements

Excellent English.

This description has been developed for reference purposes. Insignia College reserves the right to modify and change position responsibilities and accountabilities in response to current business needs of the college.

Reference ID: IC-022021

Job Types: Full-time, Permanent

Salary: From $15.00 per hour

COVID-19 considerations:
https://www.insigniacollege.com/covid-19-response/