Operate office equipment such as fax machines, copiers, phone systems and use computers for spreadsheets, word processing, database management, electronic mail and other applications.
Prepare reports, memos, letters, forms, briefings, emails and other documents using Microsoft Office, Word, Excel, and PowerPoint software.
Make changes to Word documents, modify Excel spreadsheets, and PowerPoint presentations to enhance their effectiveness or to repair/correct minor errors.
Utilize the Training Integrated Management System/Graduate Training Integrated Management System (TIMS/GTIMS) and/or comparable weapon system specific Training Management System (TMS) or equivalent; TIMS/GTIMS, TMS, Patriot Excalibur (PEX), or equivalent
Greet visitors, answer phones and provide information to callers and take messages or forward calls to appropriate individuals.
Provide customer service as needed and respond to information requests directed to their office.
Establish and maintain paper and electronic filing systems for records, correspondence and other materials IAW USAF Records Management standards as defined in AFMAN 33-363 (Chap 1-7), Air Force Instruction (AFI) 33-322 (Chap 1-7), AFI 33- 332 associated AETC/Installation supplements, and locally-developed guidance.
Work section products; check for correct grammar and spelling, and ensure compliance with group, wing, and higher headquarters policies and instructions.
Compose, type, and distribute notes, routine correspondence and reports in the format established by their assigned organization.
Prepare official document in formats specified by the Air Force Handbook 33-337, The Tongue and Quill, group, wing, and higher headquarters policies and
Create and maintain continuity folder containing job responsibilities, procedures, points of contact, templates, forms, and associated task documentation.
Perform in-processing and out-processing functions of personnel for their assigned support function IAW local guidance.
Provide quarterly inputs to Management Internal Control Toolset (MICT) database or equivalent in accordance with local procedures.
Complete MICT communicators applicable to programs they are assigned, identify deficiencies, create and administer Corrective Action Plans using fact-finding and problem analysis, and track to resolution.
Determining squadron requirements for syllabus or AFI required academics, Aircrew Training Devices (ATDs), additional ground duties, and aircraft, coordinating the resources to meet those requirements, and submitting products for approval to the programming officer or equivalent.
Work with the programming officer, Director of Operations, flight schedulers, simulator schedulers, academic schedulers, maintenance and wing programming/scheduling on a regular basis.
Allocate resources in accordance with the DO’s priorities or local procedures.
Will change and update the squadron schedule at the request of squadron leadership (flight scheduler, flight commander, ADO or above) when aberrations such as but not limited to aircraft mechanical problems, medical issues, flight evaluation requirements, expiring event currencies, deployments, student training continuity, student performance, timeline requirement, weather, or other factors affect the schedule.
Determine ATD, flight, ground, and academic requirements from squadron flights using local procedures.
Obtain ATD availability data from Operations Support Squadron (OSS), Student Squadron (STUS), or equivalent Scheduling and then match availability with requirement. In the event that there are not sufficient ATDs to meet requirement, prioritize ATD allocations according to DO or Programming officer priority or follow locally established guidance. Load event lines into the MS then allocate lines to the flights and approve them.
Coordinate revisions and changes up to the day prior. At request of squadron leadership, the contractor will coordinate day-of ATD changes during normal duty hours.
Coordinate with wing programming/scheduling, maintenance, or other outside agencies to order aircraft to match operational requirement. This includes submitting draft (if required) and final contracts to wing programming/scheduling. In the event that there are not sufficient Aircraft to meet requirement, prioritize Aircraft allocations according to DO or programming officer priority or follow locally established guidance. Upon receipt of aircraft data, load event lines into the MS, allocate lines to the flights and approve them. Coordinate revisions and changes up to the day prior.
Schedule ground and academic instruction in accordance with syllabus and local procedures. Coordinate with Aerospace Physiology, OSS, STUS, or equivalent Scheduling, centrifuge training scheduler (T-38), and any other required agency to match courses to student classes. Ensure participants are notified and available. Ensure that events do not exceed maximum duty day IAW applicable syllabus, testable material instruction limitation, crew rest, or other scheduling/syllabus limitations. If required by squadron, load into MS or other appropriate scheduling tool. At request of squadron leadership, the contractor will coordinate day-of academic changes during normal duty hours.
Schedule Instructor Pilots that are not assigned to a specific flight based on their availability in order to maximize utilization of these instructors to the maximum extent possible. The Contractor will work with guard or reserve units as required in the accomplishment of this duty.
Determine Runway Supervisory Unit (RSU), Supervisor of Flying (SOF), Student Duty Officer (SDO), Operations Supervisor requirements from squadron flights using local procedures.
Build and maintain schedules in accordance with locally established procedures to ensure full coverage for RSU, SOF, Squadron Operation Supervisor/Top 3 positions, Student Duty Officer (T-6/T-38) for squadron flights or POC to populate. The schedules will adhere to guidance in the AFI 11-418 (all chapters) applicable supplements as well as local directives. It is very important to ensure crew rest and duty day limitations are not exceeded. When conflicts arise up to the day prior, coordinate with squadron flights to ensure coverage. Same day scheduling conflicts will be resolved by Squadron Operation Supervisor/Top 3.
Draft and publish/post scheduling data IAW local procedures.
Prepare and submit changes to the next day’s schedule for approval to the programming officer, Director of Operations or Squadron Operation Supervisor prior to the locally established time each day.
Perform daily updates of schedule as required to compensate for changing conditions and training completion rates.
Coordinate with senior--squadron leadership regularly. This can be on a daily and weekly basis.
Prepare locally required briefing materials for use in the maintenance meeting, staff meeting and other local meetings.
Utilize locally accepted products to prepare responses and provide forecasts to answer questions presented by the director of operations and programming officer. The Contractor shall track timeline and ensure resources are ordered to maintain timeline. The Contractor shall account for instructor development sorties as well as student and continuation training (CT) cross countries (XCs), airshows, or other requirements.
Forecast, coordinate, and track student XCs and (CT) XCs.
Forecast and inform squadron leadership and financial personnel of number of required student and instructor cross countries IAW locally established procedures. The forecast shall include destination as well as any other locally required data-points.
Coordinate with OSS Plans/wing programming (or equivalent), maintenance, squadron leadership, outside agencies, participants, and higher headquarters when required (to include, but not limited to: static support, air show coordinators) for preparation, reporting, and to facilitate exercise and special event schedule coordination for approval by programming officer or equivalent.
Coordinate with OSS Plans/wing programming (or equivalent), maintenance, squadron leadership, outside agencies, participants, and higher headquarters to obtain approval, schedule and verify pre-requisite training, and allocate resources for incentive, orientation or familiarization training in accordance with AFI 11-401 Chapters 1-5, 11-2MDS-V1 (Note 1), AFI 11-202 V1 applicable supplements, attachments, and local guidance.
Create daily, weekly, and long-range scheduling products which may include a squadron Local Flying Hour Schedule, Flying Hour Forecast, Flying Hour Program (FHP) Report, Flying Effectiveness Report, Frequency Schedule, calendars, master slides, and scheduling requirement summary for unit review and briefing to squadron CC/DO/ADO/designated rep. The Contractor shall interface with Operations Support Squadron, STUS, maintenance, and aircrew resource managers as required.
Provide inputs to OG/OSS/STUS Scheduling to build annual flying hour program IAW AFI 11-102 and accomplish weekly and monthly flying hour program updates.
Assist wing programming office or director of operations with tracking, reporting, and projecting flying hour program products and reports. The Contractor shall submit flying hour program adjustments to the wing programming office as required.
Collect and maintain historical data on flights, simulators and academics and duties including weather attrition, maintenance attrition, completion rates, and syllabus flow in order to facilitate and inform process improvement. This will be done IAW locally established procedures
Attend in person or via video teleconference or telecom recurring scheduling, airspace, range, target, and emitter meetings for schedule coordination and de-confliction when required. The Contractor shall host squadron scheduling meetings IAW locally established policies.