Job Description

Role Purpose

The Programme Coordinator is responsible for the day-to-day operational and administrative running of the mentorship programme. This includes recruiting and scheduling mentors, tracking mentor and student attendance, coordinating with schools and coaches, administering mentor payments, managing programme logistics, and gathering feedback from mentors and students. The role is central to ensuring the programme runs smoothly, mentors and students are well supported, and accurate records are maintained for reporting to the CDC.

Key Responsibilities

1. Mentor Recruitment and Coordination

Recruit, screen and onboard mentors for the programme, including coordinating background checks and orientation where required.
Maintain and track mentor schedules and attendance, flagging gaps or conflicts early.
Liaise with mentors on programme arrangements, expectations and requirements, serving as their primary point of contact.

2. Student and Programme Attendance

Track mentor and student attendance accurately and in a timely manner.
Monitor schedules and proactively coordinate attendance-related matters with mentors, schools and families.
Maintain accurate and up-to-date programme tracking records.

3. Stakeholder Coordination

Liaise with schools, sports coaches and academy coaches to coordinate programme activities and session schedules.
Work closely with programme personnel to ensure sessions and activities run smoothly.
Build and maintain positive working relationships with all programme stakeholders.

4. Mentor Payment Administration

Liaise with the Finance team to facilitate timely and accurate processing of mentor payments.
Compile and provide attendance and tracking information required for payment processing.
Resolve payment-related queries from mentors promptly and professionally.

5. Reporting and Programme Tracking

Prepare and submit regular tracking reports to the CDC.
Maintain organised, audit-ready programme records and tracking documentation.
Highlight trends, risks or issues in attendance and engagement to the Head of Programme.

6. Programme Logistics and Materials

Coordinate the distribution and handling of stationery and session materials.
Work with the person-in-charge to confirm participant numbers and arrange food, snacks and other session-related logistics.
Ensure venues and materials are ready ahead of each session.

7. Feedback and Insights

Gather feedback and insights from mentors and students through surveys, check-ins or informal conversations.
Consolidate feedback into clear summaries to support programme monitoring and continuous improvement.

Requirements

Education& Experience

Minimum GCE A Levels or a Diploma a Diploma or Degree in Social Work, Education, Psychology, Community Development or a related field is an advantage.
At least 1 year of experience in programme coordination, administration or community/social service work candidates with strong administrative backgrounds and no direct sector experience are welcome to apply, as training will be provided.
Prior exposure to grassroots or community organisations (e.g. CDC, RC, VWO, school-based programmes) is a plus.

Skills & Attributes

Strong organisational skills with the ability to manage multiple schedules, stakeholders and deadlines simultaneously.
Proficiency in Microsoft Office / Google Workspace, particularly spreadsheets for attendance and payment tracking.
Excellent interpersonal and communication skills, with the ability to work with mentors, students, schools, coaches and Finance.
A meticulous, detail-oriented approach to record-keeping and reporting.
Resourceful and able to work independently, while knowing when to escalate issues.
Bilingual ability (English plus Mandarin, Malay, Tamil or a dialect) is an advantage for engaging a diverse mentor and student population.
Willingness to work occasional evenings and weekends to align with mentor and school availability.