plays a central role in supporting the effective execution and coordination of projects, resources, and operations across departments under the Technology Division, including the Robotics & ICT Education Department and the Digital Content Development Department. The role ensures alignment with divisional goals, supports cross-departmental communication, and assists the Technology Director in administrative and strategic tasks such as policy development, reporting, and resource planning.
This is a multidisciplinary coordination role requiring very strong organizational, communication, and operational execution skills across educational, technical, and administrative domains.
Key Responsibilities
1. Program & Project Coordination
Develop and maintain detailed project plans, schedules, dashboards, and task trackers.
Coordinate activities across internal and external teams to ensure timely completion of deliverables.
Monitor project milestones, risks, and dependencies; escalate delays or blockers promptly.
Organize and lead regular status updates, check-ins, and internal reviews.
Ensure systematic documentation of all project-related materials, communications, and reports.
Drive adoption of project management best practices using tools such as Smartsheet, or equivalent.
2. Resource & Workflow Management
Track and manage the allocation of internal resources and freelancers across concurrent projects.
Maintain accurate workload distribution data to support performance reviews and resourcing decisions.
Support resource forecasting, utilization reporting, and capacity planning.
Assist in cost estimation of resource requirements during project proposal and planning phases.
Monitor attendance, participation, and accountability metrics for all team members.
3. Departmental Administration & Division Support
Collaborate with the Technology Director in preparing internal reports, memos, policies, and operational documentation.
Assist in drafting departmental workflows, policy updates, procedural templates, and strategic presentations.
Support cross-departmental coordination efforts and facilitate seamless communication between Robotics, Digital Content, Software, and other units.
Assist in setting up and maintaining digital systems for documentation, knowledge sharing, and archiving.
4. Onboarding & Offboarding Coordination
Organize onboarding processes for new team members and freelancers, including access to platforms and documentation.
Oversee offboarding tasks such as account revocation, documentation collection, and exit tracking.
Maintain updated onboarding/offboarding templates and procedural checklists.
Serve as a primary point of contact for onboarding-related queries during the integration phase.
5. Financial, Procurement & Licensing Support
Coordinate freelancer invoice verification in collaboration with the finance team.
Track budget allocations, contract deliverables, and timelines for freelance engagements.
Maintain records of licenses, subscriptions, and digital tools used across departments.
Monitor renewal cycles and liaise with vendors and internal stakeholders to ensure timely renewals and uninterrupted service access.
Archive procurement-related documentation for audit and tracking purposes.
6. Administrative & Reporting Tasks
Support technology director with day-to-day operational administrative needs.
Prepare executive dashboards, summaries, and performance reports as required.
Manage digital documentation systems and ensure consistency in version control and accessibility.
Maintain accurate trackers across resource plans, tasks, budgets, and licensing data.
Required Skills and Qualifications
Bachelor's degree in project management,
business administration, educational technology management, or a related field.
3-5 years of relevant experience
in EdTech, curriculum/content development, or technology project operations roles.
Strong project coordination and cross-functional communication skills.
Advanced proficiency in Microsoft Excel and collaboration tools
(e.g., Microsoft Teams, SharePoint).
Familiarity with
High attention to detail, organizational discipline, and task follow-through.
Ability to manage multiple stakeholders and prioritize in a fast-paced environment.
Desirable Skills
Understanding of K-12 digital content production, curriculum design workflows, or educational publishing cycles.
Familiarity with learning management systems (LMS) or e-learning authoring tools.
Exposure to data analytics or process automation tools.
Project management certification (e.g., PMP, PRINCE2) is an asset.
If you're highly organized, tech-savvy, and experienced in coordinating cross-functional teams and operations, we'd love to hear from you!
Job Type: Full-time
Application Question(s):
We must fill this position urgently. Can you start immediately?
How many years of experience do you have in Project Coordination/Management?
How many years of Software Development experience do you currently have?
Do you have any Project Management certifications or training you've completed?
How much is your Current Monthly Salary?
How much is your Expected Monthly Salary for this role?
Do you have a Bachelor's degree in Project Management, Business Administration, Educational Technology Management, or a related field?
Experience:
Smartsheet: 3 years (Required)
Waterfall Methodology: 3 years (Required)
* Project Management: 3 years (Required)
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