Associate - Training records and scheduling

Job Purpose:

Responsible for the meticulous management of training records and scheduling activities for Air India's crew members, ensuring adherence to regulatory requirements and internal standards. Implement strategies to optimize scheduling processes and streamline training activities for enhanced resource utilization and operational efficiency. Proactively manage crew qualifications and training requirements through effective tracking systems and timely notifications. Generate actionable insights through data analysis to support strategic decision-making within the Planning & Analytics department.

Key Accountabilities:

Training Records Management

• Work with the team responsible for maintaining training records of crew and scheduling their classes (classroom rostering, instructor rostering, etc.).
• Maintain accurate and up-to-date training records for Air India's crew members.
• Ensure compliance with regulatory standards and internal policies.
• Implement systems for efficient data management and retrieval.

Scheduling Coordination

• Coordinate scheduling of training activities, including classroom sessions and instructor assignments.
• Optimize resource utilization to maximize operational efficiency.
• Plan and organize training events, both internally and externally.

Proactive Training Oversight

• Develop and implement systems for tracking crew qualifications and training requirements.
• Provide timely notifications to crew members regarding upcoming training activities and expirations.
• Conduct periodic audits to ensure compliance and identify areas for improvement.

Data Analysis and Decision Support

• Generate comprehensive reports on training attendance, instructor performance, and resource occupancy.
• Analyze data to identify trends and opportunities for process improvement.
• Collaborate with stakeholders to translate data insights into actionable strategies for continuous improvement.

Additional Responsibilities

• Any other additional responsibility could be assigned to the role holder from time to time as a standalone project or regular work.
• The same would be suitably represented in the primary responsibilities and agreed upon between the incumbent, reporting officer, and HR.

Skills Required for the Role:

• Resource Optimization Skills
• Regulatory Compliance Expertise
• Training Process Optimization
• Precision in Data Management
• Analytical Problem-Solving
• Efficient Scheduling Coordination
• Attention to Detail
• Proactive Notification Systems

Key Performance Indicators (KPIs):

• Compliance and Accuracy
• Record Accuracy Rate
• Timely Notification Compliance
• Regulatory Compliance Adherence
• Efficiency and Optimization
• Scheduling Efficiency Index
• Resource Utilization Rate
• Training Event Punctuality
• Proactive Management
• Notification Timeliness Score
• Audit Compliance Rate
• Process Improvement Impact

Key Interfaces:

Internal Interfaces:

• Lead – Training Records & Scheduling
• Immediate supervisor and leader of the Training Records & Scheduling team. Responsible for providing guidance, assigning tasks, and ensuring the smooth functioning of the team. Acts as a point of contact for any issues or escalations within the team.

External Interfaces:

• Training Vendors
• Coordinate with external vendors for training logistics, including venue booking and instructor scheduling. Ensure timely and quality training delivery, maintaining effective communication for Air India's requirements.

Educational and Experience Requirements:

• Minimum Education Requirement:
• Bachelor's degree or equivalent in Aviation Management, Operations Management, Business Administration, or related discipline.
• Minimum Experience Requirement (Desired):
• 3–4 years of experience in training records management, crew scheduling, or related fields within the aviation industry.
• Ideally, 5+ years of experience in training records management, crew scheduling, or related roles within the aviation industry.