Job Title: Student Coordinator

Department: Student Success / Program Operations

Company: Catalystia

Employment Type: Full time

Reporting To: Head of Business Operations and Growth

Functional Coordination: Catalyst Success Manager (CSM), Admissions, Catalysts, Platform/Automation, Operations, and Quality teams.

1.⁠ ⁠Role Overview The Student Coordinator is responsible for overseeing and coordinating the complete student journey, from initial enquiry and enrolment through onboarding, programme delivery, renewal, and exit.

The role ensures that every student and family receives timely communication, every programme milestone is completed within the defined Service Level Agreements (SLAs), and all required documentation is accurately maintained.

The Student Coordinator serves as the primary point of contact for student journey logistics, connecting students and families with Admissions, Catalysts, the CSM, and internal operational teams.

The primary objective is to ensure that no student journey stalls silently, no milestone is missed, and no family is caught by surprise.

2.⁠ ⁠Key Responsibilities

A. Enquiry and Enrolment Coordination

Record all student enquiries on the same day, capturing grade band and destination intent.

Create and maintain student profiles, including guardian details where applicable.

Ensure Catalyst assignments are communicated to families within 24 hours of enquiry.

Schedule discovery calls within the defined timelines: offered within 48 hours and held within five days.

Coordinate rematch requests and ensure the appropriate team is informed.

Ensure call summaries and tier recommendations are shared within 24 hours of the discovery call.

Track tier selection, terms and conditions acceptance, and guardian consent.

Confirm welcome-pack issuance within one hour of payment and schedule parent sessions where applicable.

B. Configuration and Student Onboarding

Monitor completion of the Seven Cs selection and required questionnaires within the four-day configuration window.

Send reminders at 48 hours for incomplete Cs selection and at 72 hours for incomplete questionnaires.

Coordinate the required human follow-up call with the assigned Catalyst at 96 hours if configuration remains incomplete.

Escalate configuration delays exceeding seven days to the CSM.

Ensure families receive written clarification regarding entitlement timelines when delays occur.

Verify that all required questionnaires are submitted and routed to the relevant Catalyst.

C. Programme Delivery, Entitlement and Retention Tracking

Monitor active students' session usage, remaining entitlements, and expiry dates.

Track scheduled expiry notifications to students and guardians.

Monitor Month 1–3 deliverables against the prescribed templates and deadlines.

Identify potential disengagement and retention risks, including repeated rescheduling, prolonged inactivity, configuration delays, and absent guardian participation.

Escalate retention concerns to the CSM according to established procedures.

Coordinate Month 3 progress reviews and scheduled upgrade conversations, ensuring outcomes are documented.

Support outcome-pack issuance,



renewal coordination, and testimonial requests at programme exit or renewal.

D. Documentation, Reporting and Process Improvement

Maintain accurate CRM records, checklists, and supporting evidence throughout every phase of the student journey.

Prepare daily configuration-stall reports and weekly cohort-health reports.

Track time-to-first-session, overdue deliverables, unpublished guidance plans, upcoming expiry warnings, and other operational exceptions.

Monitor student journey KPIs and identify recurring process gaps.

Participate in daily stall stand-ups, weekly cohort-health reviews, and monthly deliverable audits and retention reviews.

Recommend actionable process improvements to reduce delays and improve SLA adherence.

Ensure every completed milestone has the required documentation and evidence.

3.⁠ ⁠Cross-Functional Coordination The Student Coordinator will work closely with:

Students and Families: Provide timely logistical updates, reminders, and programme-related communication.

Admissions: Coordinate enquiry records, enrolment documentation, consent, and payment handoffs.

Catalysts: Schedule discovery calls, track configuration, and monitor delivery milestones.

Catalyst Success Manager (CSM): Escalate retention risks, entitlement concerns, rematch decisions, and deadline exceptions.

Platform and Automation Team: Report issues with reminders, dashboards, CRM workflows, and entitlement tracking.

Operations and Quality Teams: Support process consistency, documentation standards, audits, and operational improvements.

4.⁠ ⁠Decision-Making Authority

Independent decisions

Discovery-call scheduling and confirmation.

Routine reminders and family communications.

CRM updates and checklist maintenance.

Confirmation of welcome-pack issuance.

Requires CSM review or approval

Rematch decisions.

Configuration-stall escalation timing.

Deliverable deadline exceptions.

Entitlement extensions, carry-forward requests, and refunds.

Advisory responsibilities only

Tier pricing and changes to terms and conditions.

Curriculum and programme-depth methodology.

Safeguarding protocol design.

Overall programme strategy.

The Student Coordinator must not independently approve financial concessions, entitlement exceptions, or changes to programme terms.

5.⁠ ⁠Key Performance Indicators (KPIs)

Performance will be assessed against the following operational targets:

Discovery calls offered within 48 hours and held within five days.

Configuration completion within four days: at least 85%.

Time to first coaching session: within five days of payment.

Guidance plans published within 24 hours of depth setting: at least 95%.

Month 1–3 deliverables completed on time: at least 95%.

Parent engagement by Month 2:



at least 80%.

Session utilisation before expiry: at least 90%.

Month 3 retention: measurable improvement across successive cohorts.

CRM completeness, evidence availability, and SLA adherence maintained throughout the student journey.

6.⁠ ⁠First 90 Days: Performance Expectations

Days 1–30: Learning and Familiarisation

Understand the six programme phases and nine-step student journey.

Learn CRM checklists, entitlement dashboards, reminders, and escalation triggers.

Shadow Admissions and Catalyst handoffs.

Understand reporting requirements and documentation standards.

Days 31–60: Independent Operational Ownership

Independently prepare daily configuration-stall and weekly cohort-health reports.

Manage enquiry-to-discovery-call tracking and configuration monitoring.

Identify and address the top three operational gaps identified during the first month.

Days 61–90: Performance and Improvement

Complete the first monthly deliverable audit and retention review.

Propose at least one measurable process improvement to reduce delays or missed SLAs.

Demonstrate reliable, end-to-end visibility of every assigned student's status.

Maintain accurate records and proactively communicate risks and recommended actions.

7.⁠ ⁠Scope and Limitations The Student Coordinator owns day-to-day coordination, milestone tracking, documentation, family logistics, and operational follow-through.

This role does not include conducting discovery calls, preparing baselines, developing guidance plans, providing counselling, independently approving entitlement concessions, or making programme-pricing decisions. These responsibilities remain with the designated Catalyst, CSM, or leadership team.

8.⁠ ⁠Secondary Responsibilities

Where required, the Student Coordinator may:

Support Admissions during high-volume enquiry periods.

Assist with student- and parent-facing materials, including the Welcome Handbook and Seven Cs explainer.

Provide feedback on CRM templates and operational checklists.

Support internship-pipeline tracking for Accelerator students in coordination with the Partnerships team.

These responsibilities must not compromise the core student coordination duties.

9.⁠ ⁠Expected Outcomes A successful Student Coordinator ensures that:

Every family receives timely, proactive communication.

Configuration delays and disengagement risks are identified early.

Programme milestones and deliverables are completed within defined timelines.

Every milestone is supported by accurate documentation.

The CSM and leadership have reliable visibility into student progress and cohort health.

Catalysts can focus on student guidance rather than administrative follow-ups.

Operational performance improves through consistent reporting and process improvement.

Role Summary: The Student Coordinator is accountable for end-to-end student journey coordination, SLA tracking, communication, and documentation, ensuring a smooth, transparent, and well-managed experience for every student and family.

Pay: ₹15,000.00 per month

Benefits

- Work from home

Work Location: Remote

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