Aviation Operation Specialist **Internal Applicants Only**

Position Details

Position Information

Position Title Aviation Operation Specialist Internal Applicants Only Classification Title Classified Position Number B1237PD Grade Level 19 Starting Wage/Salary $27.85-$28.41/hour plus exceptional benefits. Wage placement is dependent on qualification and pay equity. Close Date 07/23/2026 Open Until Filled No Open Until Filled Notes Position Type/Employee Class Classified Faculty Status Not applicable FTE 1.0 Contract Months 12 Overtime Eligible Non-Exempt Location Bend Hybrid Remote Work Eligible? No Exceptional COCC Benefits Summary

CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose

The Aviation Operations Specialist is responsible for the daily administrative support for the Aviation Program. This position works closely with students, flight instructors, Fiscal Services Department, Financial Aid Office, and flight providers. Overseeing COCC payroll for Flight Instructors and completing, excel-based, detailed fiscal reports to Veteran's Administration. Reconcile 350+ labs per term, year-round, for ground, flight, and simulator instruction. Manage both Google Ads and websites for Aviation.

Essential Duties and Responsibilities

Administrative Support:

• Manage usage of two COCC flight simulators. Weekly tracking of time logged in simulators by 40 instructors, and 200 students to ensure flight time corresponds to time elapsed on the simulators for purposes of accurate Fiscal Services invoicing.
• Prepare flight authorizations for Aviation Program Director's signature.
• Process purchase orders, check requests, monitor aviation accounts. Standard accounting functions, similar to small business requirements.
• Work with College Veterans Benefits Coordinator and Financial Aid staff.
• Provide training on electronic hourly reporting system. Primary trainer for all new hire flight instructors.
• General source of information/ admin support for 7 faculty and 40 flight instructors.
• Provide assistance with new Aviation student orientation as requested. Able to assist new students with flight training management, and general flight training information.

Clerical Functions:

• Processing of a large volume of personnel-related paperwork, including approval to hire forms, resignation notifications, and routine correspondence between the aviation program and flight instructors.
• Reconcile simulator, ground and in-flight instruction detail to time-sheets.
• Clerical support for Veterans Administration audits and FAA record keeping.
• Maintaining test pools in Canvas for Aviation.

Fiscal Tracking:

• Maintain and reconcile aviation simulator logs for instructor payroll, student simulator usage, and third- party use billings.
• Assist Fiscal Services with tracking financial status of student flight lab accounts. Accounting process that insures accuracy in administering student flight fees. Millions of dollars annually.
• Reconciliation of course fees, flight fees, instructional fees for the practical flight training portion of the Aviation Program.

Student Marketing/Recruiting:

• Establish relationships with aviation students and representatives at local flight providers.
• Manage Aviation marketing plan, Google Ad campaign and update COCC Aviation website page.
• Support program recruiting effort through email and phone contact with several hundred prospective students. Answer questions, return emails, host visiting students & family members. Distribute program information to new contacts.
• Answering questions, tracking enrollment progress, assisting with student transition to the college.

Department Specific

• Flight authorization letters signal authorization for flight training for over 160 students. This function occurs daily, and must be completed expeditiously to avoid breaks in student training.
• Instructor pool turns over continuously, creating a demand for routine training throughout the year.
• Reconciliation of simulator time includes weekly accounting process requiring several hours of cross- checking time sheets with the hours of instruction given by each individual flight instructor to ensure accurate payment. Data is used to verify accuracy of invoices received from third party billing. Annually, this responsibility addresses the transfer of over $4M.
• Unpredictable periods of intense research and documentation necessary for compliance with Department of Veteran Affair's regulations. This duty directly supports the single veteran certifying official at the college, and often results in entire days' worth of work.
• FAA testing demands current test prep/ practice questions. Question pools contain hundreds of sample questions that must be updated annually or semi-annually.
• Many students transition to our program from outside the geographic region and require significant information for a successful move. A single student commonly generates 4-6 hours of communication. For example, this past term we enrolled approximately 30 students requiring this level of assistance.

Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Knowledge and ability to understand and follow College policies and procedures to ensure proper processing of aviation program.
• Knowledge of Department of Veteran's Affairs policies/ practices permits clerical support for approximately 150 student veterans.
• Ability to converse about in-flight course information, FAA regulations, VA policy.
• Ability to be detailed oriented and able to work independently.
• Possess the interpersonal and customer service skills necessary to effectively and positively work with prospective and current students, vendors, and various staff internal and external to the college.
• Ability to work in a complex work environment with frequent interruptions and time constraints.
• Ability to be a positive team member to solve problems and achieve goals.
• Ability to determine and maintain timetables of classes; determine when to send brochures and flyers, contact instructors for contracts and handouts, assist in news releases, and contact COCC staff about classes.
• Ability to set priorities and schedule work needing deadline completions; schedule office coverage for meetings away from the main office.
• Ability to analyze needs of walk-in, web inquiries, or telephone calls, determining the stage of their educational needs.
• Ability to use standard office equipment, use of keyboard and multi-line telephone including voice mail management for the program, and ability to monitor.
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work cooperatively and positively with, and contribute to, a diverse workplace through ideas or experience.

Ergonomic Requirements

Working hours are regular per the established work schedule. Work is performed in an ordinary office, mostly sitting/ standing. While performing the duties of this position, the employee is required to function effectively indoors in an office environment engaged in work of primarily a sedentary nature with the ability to sit or stand at workstation for extended periods. The employee is regularly required to sit, use hands and fingers, handle or feel objects, tools or controls, reach with hands and arms and requires near visual acuity to write, read written materials and computer screens, and sufficient hearing and speech ability for ordinary telephonic conversations. Occasional lifting under ten pounds for 15 percent of the time. Computer screen is used more than 50 percent of the time. All individuals are required to be able to perform the essential functions with or without reasonable accommodation.

Minimum Requirements

Education:

• Associate's Degree in business, accounting, or related field.

Experience:

• Three years progressively responsible administrative or office support experience to include familiarity with fiscal functions, records management and communication skills.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

All employees are required to successfully complete and pass a background screen, which includes a criminal history check.

Preferred Qualifications

• Bachelor's degree in business, accounting or related field.
• Familiarity with aviation operations.
• Experience with Banner or related ERP computer systems.
• Work experience with community colleges, school districts or public entities.

EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC's EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of education?

• No High School Diploma or GED

• High School Diploma or GED

• Professional Certification or License (not a degree)

• Associates Degree

• Bachelors Degree in Progress

• Bachelors Degree

• Masters Degree In Progress

• Masters Degree

• Ph.D. in Progress

• Ph.D.

• J.D.

• M.D.

• Other Doctorate Level Degree

• • Please describe how you meet the minimum requirement of three years progressively responsible administrative or office support experience to include familiarity with fiscal functions, records management and communication skills.

(Open Ended Question)

• • We recognize the value of skills, knowledge, and experience gained outside of formal education and paid employment. Applicants who do not meet minimum education and/or experience requirements but possess other qualifications or experience they feel are equivalent are encouraged to apply. Check the applicable box(es) below and explain in the next question why your education/experience should be considered equivalent. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on the box or boxes you check, as we are committed to a fair and thorough evaluation process.

• I meet all minimum requirements (education and experience) listed for this position.

• I do not meet the minimum education degree requirement(s).

• My degree is not in the required stated area(s).

• I have less than the minimum years' experience in the area(s) required.

• • As a follow up to the previous question, explain how your education/experience should be considered equivalent to the minimum requirements. If you feel you meet all the stated minimum requirements, please put N/A. All applications are reviewed by a member of our Human Resources team. You will not be automatically eliminated by our recruitment software based on your response, as we are committed to a fair and thorough evaluation process.

(Open Ended Question)

• In support of COCC's commitment to diversity, equity, and inclusion, bilingual fluency in English and another language is considered a plus: Please list any languages other than English in which you are fluent (read and write)

(Open Ended Question)

• • Are you a U.S. military veteran? COCC provides qualifying veterans and disabled veterans with preference in employment. To receive veterans' preference in this recruitment process, you must upload your DD214 and 215 (215 if applicable) or certification that you expect to be honorably discharged from the military within 120 days of certifying veteran status as supporting documentation. You will have the opportunity to upload the document(s) in the next step of this application process.

• Yes, I am a veteran

• No, I am not a veteran

• If you have identified yourself as a qualified veteran or disabled veteran by submitting your DD214 and DD215 (if applicable) form(s) as proof of veteran status, please describe any transferable skills earned during your military service that you feel relate to the requirements/preferences of this position.

(Open Ended Question)

• • COCC employees must work and reside in the state of Oregon at the time their work is being performed. Are you, or will you be residing in the state of Oregon by the start date of this position?

• Yes

• No

• • The College CANNOT provide support or sponsorship of any type for visa applications and related paperwork for employment purposes. To be considered, applicants must already be authorized to begin work in the United States, be able to arrive in the country, and maintain work eligibility without the College's sponsorship or support. Are you currently, or will you be, authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date?

• Yes, I am already or will be authorized to begin work in the United States, able to arrive, and able to maintain work eligibility without the College's sponsorship or support by the position's start date.

• No.

• • Background checks are required for all employees of COCC. Should an offer of employment be made to you and accepted by you, you will receive an email from COCC / HireRight Screening requesting your consent and basic information to complete the check. The offer of employment will be conditional upon satisfactory completion of the criminal background check. Confirmed findings on a criminal background check will not automatically disqualify you from being hired into a position. Results are evaluated on a case-by-case basis, considering the job responsibilities and other risk factors. Additional information regarding COCC's criminal history check policy can be found online in the General Procedures Manual, Section HR-2-1. Please indicate here if you will provide consent to the criminal history check when requested by the College

• Yes, I will provide my consent when requested

• No, I will not provide my consent when requested

Required Documents

Required Documents

• Resume/Vitae
• Cover Letter

Optional Documents

• College Transcript 1 (unofficial)
• US Military DD 214