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Records Specialist

  • 496542
  • Grand Forks, North Dakota, United States
  • Flight Operations
  • Aviation/UAS
  • Full-time Staff
  • Closing on: Jun 8 2025
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Salary/Position Classification

  • $36,000 Annual, Non-Exempt (Eligible for overtime)
  • 40 hours per week
  • 100% Remote Work Availability: No
  • Hybrid Work Availability (requires some time on campus): No

Purpose of Position

Auditing of student flight training records. Ensure our compliance with UND policy, Federal Aviation Administration (FAA) and Transportation Security Administration (TSA) regulations with regard to flight training. Issue FAA Airman’s Certificates once completion of flight training is verified and certified.

Duties & Responsibilities

  •  Audit and Maintain Student Flight Training Records:
    • Audit student’s academic and flight records to ensure compliance with FAA Requirements.
    • Verify errors on flight records & correct when identified.
    • Analyze flight records between courses to insure they are correct before clearing the student to advance to the next course. Communicate any problems to the appropriate persons.
    • Prepare student records for Final Certification & Issuance of temporary pilot certificate.
    • Create & maintain Course Clear checklists & guidance forms for Instructors & Records staff.
    • Monitor & implement retention/purge schedule for inactive records. - (35%)
  • FAA Documentation:
    • Verify eligibility of students prior to conducting FAA enrollment in FAR 141 courses.
    • Prepare and review FAR 61 & 141 Airman’s Applications prior to FAA check rides.
    • Document and forward all paperwork to the FAA. - (25%)
  •  Records Center Customer Service:
    • Answer questions from instructors and students regarding UND, FAA and TSA regulations, policies and procedures.
    • Retrieve and forward flight records to former students/employees. - (20%)
  •  TSA Documentation/Procedures:
    • Verify student citizenship and compliance with TSA documentation regulations prior to the start of applicable flight training.
    • Interact with TSA’s Alien Flight Student Program via their website and Help Desk.
    • Assist students with TSA registration. - (20%)

Required Competencies

  • Ability to pass TSA Criminal History Background Check, and become a TSA Trusted Agent.
  • Ability to work with diverse population.
  • Ability to learn in-house records software.
  • Excellent customer service skills.
  • Ability to multi task.
  • Excellent attention to detail.
  • Excellent communication skills, verbal and written.

Minimum Requirements

  • Associate degree and 2 years of administrative, office/clerical, and/or customer service experience.
    • OR High School Diploma and at least 4 years of administrative, office/clerical, and/or customer service experience.
  • Experience with Microsoft Office, Word and Excel, databases, email and internet.
  • Successful completion of a Criminal History Background 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

  • Customer service experience.

To Apply

Submit resume by closing date for position.

PLEASE NOTE:  For a successful screening, be sure to review all of the position minimum requirements above, and outline how you meet those requirements in your application packet.  Additional information may be attached if needed.

Please note, all employment postings close at 11:55pm CST.

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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!

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By submitting this form, you consent to receive text messages related to available jobs and information about working at UND.  Message & data rates may apply. Message frequency varies.  Unsubscribe at any time by replying STOP or clicking the unsubscribe link (where available). By submitting your information, you acknowledge that you have read and agree to our Terms of Use.

We have emailed you a code to verify your identity. Please check your spam/junk folder if you don't receive the email in your inbox.

Thank you!

Additional Information

Find out why Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Need help?

Please email the Human Resources Department at UND.humanresources@UND.edu or contact us by phone at 701.777.4226. If you anticipate needing any type of accommodation to participate in any portion of the University's employment process, including completion of the online application process, please contact our office in advance of your participation or visit. 

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or a copy of NGB 22 from National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification. If claiming disabled veteran status, proof of eligibility includes a DD-214 and a current letter of disability dated within the past year.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three or more finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an equal opportunity employer (veteran/disability). All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristic. Veterans and individuals with disabilities are encouraged to apply. 

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.