Manager of Flight Training Scheduling, Records, & Qualifications

Description

National Airlines, based in Orlando, FL, operates passenger charter service as well as customized military and commercial air cargo carriages worldwide. National Airlines specializes in over-sized, time sensitive, and special handling requirements, utilizing A-330, 747-400 and B-777F aircraft to accomplish its missions. 

Job Title: Manager of Flight Training Scheduling, Records, & Qualifications Manager

Location: Orlando, FL

Department: Flight Operations Training 

Reports To: Director of Flight Operations Training & Standards

FLSA Status: Exempt

Summary: The Flight Training Scheduling, Records and Qualifications Manager is responsible for ensuring company training is properly planned, scheduled, supported, documented, and completed in accordance with regulatory and company requirements. This position oversees Scheduling and Records personnel, coordinates instructors, evaluators, training facilities, vendors, and other required resources, and maintains accurate training and qualification records for pilots, flight attendants, dispatchers, loadmasters, instructors, check pilots, and other designated company personnel. The Manager also oversees training management systems, ensures compliance with FAA Pilot Records Database requirements, and maintains readiness for regulatory and external audits.

Essential Functions:

• Manage training and qualification records in accordance with 14 CFR Parts 111 and 121, company manuals, approved training programs, and other governmental regulatory requirements.
• Review training documentation for accuracy, completeness, and proper certification.
• Monitor, update, and communicate employee training currency and qualification status.
• Monitor training and qualification forecasts and initiate action to communicate upcoming training, checking, and scheduling requirements.
• Develop, manage and maintain training forms, grade sheets, data collection, and records procedures.
• Maintain training management systems, including TrainingManager365, Comply365, and other applicable systems.
• Lead the implementation and ongoing administration of the electronic Training Management System, including the accurate migration of paper records into the electronic records system.
• Ensure confidentiality, security, accuracy, and proper retention of employee records.
• Manage company compliance with FAA Pilot Records Database requirements under 14 CFR Part 111.
• Conduct regular audits of training records, qualifications, and supporting documentation and maintain readiness for FAA, Department of War, IOSA, and other regulatory or external audits.
• Prepare qualification, expiration, check pilot, scheduling, audit, and other required reports.
• Implement policies and procedures to support continued compliance with federal regulations, safety management systems, and company growth.
• Regularly communicate with the FAA and other regulatory entities, as necessary.
• Supervise, train, and develop Training Records Assistants, Analysts, Schedulers, and other assigned personnel, including personnel responsible for compliance with Pilot Records Database requirements.
• Ensure appropriate cross-training among Scheduling and Records personnel to support operational continuity and eliminate single points of failure within the Flight Training team.
• Work closely with company and contract instructors and training center personnel to ensure training record accuracy, provide administrative and scheduling support, promote instructor standardization, and support the consistent application of company training requirements.
• Assist with managing the preparation, setup, and support of training classes.
• Manage a team to travel to training facilities as needed to support instructors and ensure the timely processing of training records.
• Plan, develop, publish, and maintain training schedules for pilots, instructors, evaluators, check pilots, and other designated company personnel.
• Schedule and coordinate ground training, simulator training, operating experience, line checks, FAA observations, evaluations, and other required training events.
• Coordinate simulator availability, training devices, classrooms, instructors, evaluators, check pilots, and other required training resources.
• Coordinate with Crew Scheduling, operational departments, training centers, and external vendors to resolve scheduling, records, qualification, and resource requirements.
• Coordinate travel and lodging associated with scheduled training events, as necessary.
• Collaborate with the Director of Flight Operations Training & Standards, cross-functional teams, and departmental leaders to establish the scope, deliverables, resource requirements, work plans, and timelines for new training initiatives.
• Perform other duties as assigned.

Qualifications:

• High school diploma or General Education Diploma (GED).
• Three (3) years of records management, training records, training scheduling, or related experience.
• Regulatory or airline experience with an understanding of FAA requirements.
• Experience supervising employees or coordinating the work of others.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, SharePoint, and Forms.
• Experience with crew management and Training Management Systems. 
• Thorough understanding of training base months, crew qualifications, and currency requirements.
• Exceptional attention to detail and the ability to manage multiple projects and shifting priorities.
• Strong organizational, analytical, written, and verbal communication skills.
• Ability to work independently and accept ownership and accountability for assigned responsibilities with little or no supervision.
• Ability to organize, prioritize, and perform multiple assignments while making critical decisions under pressure in a fast-paced environment.
• Ability to work a flexible schedule as needed to support a 24/7 operation, including weekends and holidays.
• Demonstrates the highest levels of professionalism, integrity, and appropriate handling of confidential information.
• Must pass a ten (10) year background check and pre-employment drug test.
• Must be legally eligible to work in the United States.

Preferred Qualifications & Experience:

• Bachelor's degree in a related field or equivalent work experience or training.
• Five (5) years of FAA 14 CFR Part 121 Flight Training records and qualifications experience.
• Three (3) years of Flight Training Scheduling experience.
• AIMS experience. 

Physical Demands:

• While performing the duties of this position, the employee may regularly be required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, keyboard, telephone, copy machine, or printer.
• Ability to sit and work at a computer for extended periods.
• Ability to organize, prioritize and perform multiple assignments under stress. 
• Specific vision abilities required by this position include close vision due to extensive computer work.
• Ability to perform light to moderate lifting of up to 10 pounds.

Work Environment:

• Moderate noise (i.e., business offices with computers, phones, printers, and overhead lights).
• Ability to work in a confined office or open cubicle environment

The work physical demands and environmental characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The duties listed above are intended only as illustrations of various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

National Air Cargo is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, Protected Veteran status, genetic information, pregnancy, or any other legally protected status. We prohibit discrimination in all aspects of employment, including recruitment, hiring, compensation, benefits, training, termination, promotions or other conditions of employment or career development. We take affirmative steps to hire and advance females, racial minorities, Protected Veterans, and Individuals with Disabilities. We offer Reasonable Accommodations where necessary to candidates for employment and to our qualified employees with disabilities.

National Airlines also expects all our employees to support and promote our Safety Management System (SMS) Safety Policy and Safety Objectives. Employees at all levels of the organization are encouraged to report safety concerns or hazards without fear of reprisal.