Academic Coordinator (System & Data focus)

Position Purpose To ensuring seamless coordination of scholarship programmes, timetabling, examinations, and large-scale academic events. The role acts as a crucial bridge between teaching staff, academic leadership, and administrative systems, driving operational excellence through data-informed decision-making, technology integration (including AI tools), and cross-institutional best practice. Key Responsibilities 1. Systems, Data & Innovation Support on the implementation and optimisation of academic data systems (e.g. ManageBac, GMIS & School APP), including student information systems, timetabling software, and assessment platforms Utilise data analytics to generate insights on academic performance, resource utilisation, and operational trends; present findings to SLT to inform strategic planning Support digital transformation within academic operations, including the integration of AI tools for administrative efficiency, scheduling optimisation, and data processing Develop and maintain robust databases for academic records, ensuring data integrity and GDPR/PDPO/privacy compliance 2. Academic Programme Coordination Support Supervisor on end-to-end administration of all sorts scholarship and Bursary Scheme programmes, including application coordination, assessment scheduling, documentation, and award monitoring Contribute to the school timetabling process in consultation with academic leaders, optimising resource allocation and staff deployment Coordinate/Support all internal and external examinations (including CIE, IBO, or other relevant boards), ensuring compliance with Hong Kong regulations and international awarding body requirements Execute large-scale academic events (e.g. awards ceremonies, university fairs, academic competitions, graduation ceremonies, CCA & ASA) with meticulous attention to logistics and stakeholder experience, as well as maintaining consistent central database for those regular events and activities. 3. External Engagement & Benchmarking (applicable to Senior Position) Maintain current knowledge of Hong Kong educational policies, EDB requirements (as applicable), and international school sector developments Connect with peer schools and educational organisations to benchmark practices, source external expertise, and facilitate cross-school learning opportunities Liaise with examination boards, university admissions offices, and scholarship providers to secure resources and ensure compliance 4. Stakeholder Support & Communication Provide high-level administrative support and project management to Heads of Department and academic leadership Support and guide teaching staff on academic systems, data protocols, and new technologies Other Ad hoc Duty assigned by SLT, including School Accreditation, EDB Inspection, Trip Support etc. Essential Qualifications & Experience Bachelor’s degree (Master’s preferred) in Education, Educational Administration, Data Analytics, or related discipline 2-5 years’ experience in academic administration, operations management, or coordination within the Hong Kong education sector or a reputable international school Experience in ManageBac is highly preferrable Demonstrable knowledge of the Hong Kong educational landscape, including local regulations, international curricula (IGCSE,IBDP or similar), and university entrance procedures is preferrable Proven experience in complex timetabling and/or examination coordination at a senior level Advanced proficiency in data analysis, and a demonstrated aptitude for leveraging AI and automation tools to enhance operational efficiency Logical, process-oriented mindset with the ability to analyse complex workflows, identify inefficiencies, and implement systematic improvements Ability to synthesise best practices from diverse educational contexts and adapt external innovations to the school’s specific environment Exceptional interpersonal skills with fluency in English; Cantonese and Mandarin proficiency highly advantageous for local stakeholder engagement Proven ability to coordinate large-scale events and manage multiple concurrent projects under pressure while maintaining meticulous attention to detail (Personal data provided by applicants will be treated in strict confidence and used for recruitment purposes only. Applicants who does not receive a response within 2 months may consider their application unsuccessful. All applicants may be considered for other suitable positions with the Foundation and will be deleted from our records after 6 months from the date of application.) We are committed to safeguarding and promoting the welfare of all the students in our care and expect all applicants to share this commitment. We align our recruitment practices to the recommendations of the International Task Force on Child Protection. Before any appointment is confirmed, we implement effective recruitment practices which include: interview, identity check, criminal record check and character/professional references. All teachers and other adults working at YCYW schools are expected to read and comply with our Child Protection Policy and Procedures and our Adult Code of Conduct for Working with Students.