POSITION DESCRIPTION
Reporting to the Director of Flight Operations, the Administrative Manager is responsible for managing and coordinating the administrative functions of the Flight Operations Department. This role supports the development, implementation, and administration of departmental policies, procedures, and operational initiatives to ensure efficient and compliant flight operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):
Key Responsibilities:
1. Manages and oversee administrative functions within the Flight Operations (FO) department
a. Assists in the development, implementation, and administrative of policies, procedures, and programs.
b. Serves as the primary flight operations liaison with Employee Services, including by not limited to:
i. Payroll
ii. Worker’s compensation
iii. Military leave
iv. Personal leave
v. Vacation/sick leave accruals and Flight Operations employees in and out processing
c. Oversees FO staffing payroll matters on UKG for Director of FO
i. Pay for Staff – SME on UKG
ii. Correction to Timecards, etc.
d. Manage office operations to ensure staff is provided sufficient equipment and supplies to operate efficiently and appropriately in their positions
e. Oversee procurement and inventory management of supplies for FO (i.e. Pilot logs, ACM Forms, uniform items, etc.)
2. Cargo schedule building
a. Work with Schedule Optimization and Cargo Admin to develop schedules considering monthly schedule changes to build lines for bidding
b. Work with DO for approvals on monthly flight schedule.
c. Manage the distribution of Monthly Flight Schedule to all in Company.
3. Flight Crew Management Team oversight
a. Provide leadership and oversight to the flight crew management team including crew planning crew scheduling, and payroll functions.
b. Oversee the building of scheduled lines for interisland and ACMI according to cargo schedule
c. Ensure accurate calculations of PCH’s/MPG’s
d. Assist in the preparation of bidding process for the month
e. Direct and administer the monthly pilot bidding process.
f. Ensure efficient utilization of flight crews while maintaining compliance with:
i. FAA flight, duty, and rest requirements
ii. Collective Bargaining Agreement provisions
iii. Company scheduling policies
g. Monitor and incorporate crew availability, training requirements, leaves of absence, and vacation schedules into crew planning activities.
h. Oversee pilot vacation and sick leave administration.
i. Ensure timely award and publication of monthly bid schedules and open-time assignments.
j. Maintain operational schedule reliability and staffing continuity.
k. Ensure accuracy and integrity of crew scheduling records and payroll data.
l. Conduct regular audits of crew scheduling and payroll processes to ensure compliance and accuracy.
4. Scheduling day of operations
a. Ensure schedule is as stated on master schedule considering any changes due to “sick”, cancellations, etc.
b. Supervises daily scheduling of flight deck crew members in concert with AOCC Management, and Dispatcher(s) to ensure adequate pilot staffing and compliance with applicable FAA flight/duty/rest regulations with Flight Ops Crew Scheduler(s).
c. Oversee and assist with all Crew Scheduling Functions
5. Serves as a lead to employees within Flight Operations department
a. Union Correspondence:
i. FO representative between the Company and the Pilot Union.
ii. Oversee the Grievance Resolution & Tracking Process.
iii. Assist with Labor related issues. (LOA, MLOA, Longevity, Pay changes, Pilot Separation, Union Leave, etc.)
iv. Union Contract Related Project assistance.
b. New Hires
i. Oversee onboarding process for new hires, individual folders for Admin and training, input information into training database, flight ops database for pilots
ii. Assist with PowerPoint presentation to new hires regarding FO department. This entails everything related to FO, i.e. scheduling, pay, etc.
iii. Once ISIM completed, schedule IOE/OE – Track pilots’ hours to make sure pilots have completed their 100 hours of OE – keep check airmen, training manager, etc. of informed status
iv. Upgrading Pilots:
1. Once USIM completed, schedule UOE/OE – work with FAA to schedule observation and with check airmen to schedule initial line check for qualification – track pilots hours to ensure pilots have completed their 100 hours of OE – keep check airmen, training manager, etc. of informed status
2. Process PCN’s for upgrade pay and make sure input into UltiPro
a. Ensure pilots have captain Epaulets
c. Crew Members
i. Ensure pilot qualifications, certifications, and currency requirements remain current.
ii. Oversee pilot access to operational supplies and equipment.
iii. Direct daily pilot scheduling activities.
iv. Administer monthly and annual pilot vacation bidding processes.
v. Audit vacation accrual balances and prepare vacation bid packages.
vi. Manage vacation awards and distribution in accordance with contractual requirements.
6. Accounting/ Payables
a. Oversee pilot payroll and administration and compensation accuracy.
i. Calculates flight logs and input information into payroll workbook and prepares for midmonth and month end true up pay
1. Work with payroll to ensure payroll is correct for final run
ii. Ensure all pay rates for pilots correct according to pay scale in contract, track and prepare PCN’s for monthly step increases for pilots, assure PCN’s are signed and input into UltiPro
iii. Distribute payroll sheets to all pilots upon payment of true up on 7th of each month
iv. Administer annual rate increases for Dos of Contract
v. Reconcile and approve invoices, docusigns, etc. for payment by AP
vi. For invoices over approval limit, notify do of reconciliation to maintain smooth processing of invoices from vendors
b. Assists with budgeting
i. Work with Director, etc. regarding cost center and job code appropriations
ii. Planning for crew staffing
7. Performs other duties as assigned by the Director.
Minimum Qualifications:
- Bachelor’s degree in aviation management, business, operations, or related field, or equivalent combination of education and relevant aviation experience.
- Microsoft Office proficiency required (Word, Access, & Excel).
- Basic Office Administration proficiency required.
- Must be able to pass a pre-employment drug test, 5-year background check, 10-year criminal history check and security threat assessment.
- 5 years of progressively responsible experience in the airline industry.
- 3 years of supervisor or leadership experience preferred.
- Experience in a regulated and unionized environment preferred.
- Experience with Payroll, accounts payable and accounting skills are preferred.
Other Requirements:
- Must be able to work in a fast-paced and occasionally high stress environment.
- Must possess excellent interpersonal, verbal, and written communication skills.
- Must be self-motivated to complete tasks on-time and individually.
- Must be able to work effectively with small groups in department and across departments.
COMPENSATION
This position has a starting salary range of $75,000 to $85,000 per year.
BENEFITS
- Comprehensive insurance programs including medical, dental, and vision
- Company-provided benefits such as life insurance, short and long-term disability, and an employee assistance program
- Competitive 401k match program with zero vesting period
- Annual bonus and salary review programs
- Competitive paid time off, personal days, and federal holidays
- Reimbursement benefits for fitness, transportation, and tuition up to $5,250 annually
- Plus, other employee benefits and appreciation events throughout the year.
Note:
Aloha Air Cargo reserves the right to alter the content of this job description, after consultation to reflect changes to the job or services provided, without altering the general character or level of responsibility. The duties described in this job description must be carried out in a manner which promotes equality of opportunity, dignity and due respect for all employees and service users and is consistent with Aloha Air Cargo’s Equal Opportunities Policy. Aloha Air Cargo is an Equal Opportunity Employer Male/Female/Veterans/Disabled.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
