Administration Aviation Operations in Waukegan, Illinois | DiversityInc Careers

Administration Aviation Operations

At Abbott, we're committed to helping you live your best possible life through the power of health. For more than 125 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 94,000 of us are working to help people live not just longer, but better, in the more than 150 countries we serve. Please note that candidates need to be eligible to work in the U.S. without Abbott sponsorship.

Job Description

Reports to the Operations Supervisor and supports the Operations Supervisor, Director Corporate Aviation, Director Flight Operations, and Director Aircraft Maintenance. Responsible for the scheduling and coordination of domestic and international trip activities in conjunction with the Operations Supervisor and Director, Flight Operations. Responsible for preparing financial and operational reports for the Director, Corporate Aviation, and preparing billing statements for the CEO for regular special purpose flights in conjunction with the executive timesharing agreement. Functions as back-up for Operations Supervisor, Aviation Coordinator, and Aviation Accounting Technician.

Core Job Responsibilities

Responsible for the scheduling and coordination of domestic and international trip activities.

Coordinates with the Operations Supervisor and Director, Flight Operations on crew and aircraft selection for requested trips.

Works with the Director, Flight Operations to answer queries from the CEO and top management regarding technical questions about operational capability.

Arranges VIP flights for Abbott guests.

Obtains verification of corporate approval in accordance with HR Policy 702, “Use of Abbott Aircraft”.

For international flight planning, primary liaison between the international trip planner who handles logistics and obtains government permits, overflight permits, airport arrival and departure slots, and airway and landing permits.

Provide passenger and flight crew itineraries.

Provide flight following of Abbott aircraft on a worldwide scale.

Arranges catering for all domestic flights and coordinates with flight crew and arranges catering for international flights.

Facilitate booking of hotels for department personnel for domestic travel.

Oversight and development of reports, such as the Sunshine Act report, aircraft utilization reports sent to top management, flight activity report, fuel usage and fuel gallons per hour report, and other reports distributed as necessary to top management. For the CEO prepares and sends written estimates for costs regarding executive special purpose trips under the FAA timeshare lease agreement.  Upon completion of the trip prepares cost documentation spreadsheet and invoices for the trip that are sent to the CEO. Assists and is backup for the Operations Supervisor. Cross trains with and supports the Aviation Coordinator and Aviation Accounting Technician so that the company and department needs are met in the absence of any of the members of the Operations Supervisor’s staff.

Supervisory/Management Responsibilities

No direct reports Position reports to the Operations Supervisor

Position Accountability/Scope

The Operations Administrator reports directly to the Operations Supervisor and also supports the Director, Corporate Aviation.  The Operations Administrator also provides support to both the Director, Flight Operations and the Director, Aircraft Maintenance and other department personnel.  The Operations Administrator mentors, teaches, and cross-trains the Aviation Coordinator and Aviation Accounting Technician in elements of the job to further depth of coverage for certain aviation department functions. The Abbott aviation department supports the goals of the company by providing safe and efficient transportation on company aircraft for various management and support personnel to almost any destination in the world. We primarily serve the highest levels of the Abbott management team, however we transport all levels of employees on a regular basis. We have very high visibility and we are customer focused and must consistently maintain very high levels of service and responsiveness. The work output from this position has very high exposure and visibility to the highest levels of Abbott management. The level of scrutiny that the work product receives warrants extreme attention to accuracy and detail. The Operations Administrator has significant personal interaction with Abbott top management, corporate officers, Abbott board members and their administrative assistants. The Operations Administrator routinely communicates with a broad spectrum of functions internal to Abbott but also interacts with outside governmental agencies, such as the FAA, U.S. Customs, Waukegan Port District, and various vendors and suppliers who support the operation of the aviation department.

Minimum Education

Bachelors Degree preferred, but not required

Minimum Experience/Training Required

Requires superior administrative skills, demands a high degree of independent judgement and analytical decision making.  Must be completely trustworthy handling highly confidential information that could have the potential to have far-reaching impacts on the company if made public.  Requires well developed organizational skills and a proven ability to work effectively under a very high workload and considerable pressure with little supervision.  Strong analytic abilities, customer focus, attention to detail and the ability to follow through are necessary to succeed in this position. Candidate must have at least three years experience in an accounting or related position with a basic knowledge of accounting principles.  Requires developed knowledge of financial processes and systems including auditing, payroll, general ledger / SAP, accounts payable, financial reports, journal entries, RCE's and ACRs.  A working grasp of Abbott organizational structure and internal contacts is a plus.  Well-developed computer skills with experience using financial spreadsheets and reporting software are desired. Position will require a strong desire to be trained on aircraft scheduling and dispatch methods, computerized flight scheduling and flight planning programs and develop knowledge and experience in domestic and international corporate aviation operations.  A willingness to travel offsite to complete specialized training that will help the Operations Administrator to gain an understanding of Federal Aviation Regulations, aircraft systems and limitations, aviation terminology and aviation weather.