Assistant Project Manager (IT)

Job Summary

The Assistant Project Manager (IT) will support the planning, execution, monitoring, and successful delivery of IT projects across the school. Working closely with the IT Manager and other stakeholders, the successful candidate will coordinate project activities, manage timelines, monitor budgets, document progress, and ensure projects are completed within scope, time, and budget while meeting the school's strategic objectives.

The role requires excellent organisational, communication, and problem-solving skills, with the ability to coordinate multiple technology initiatives simultaneously.

Key Responsibilities

Project Planning & Coordination

• Assist in planning and coordinating IT projects from initiation to completion.
• Develop project schedules, work plans, milestones, and implementation timelines.
• Coordinate project meetings and ensure action items are completed.
• Track project deliverables and monitor progress against agreed objectives.
• Identify project dependencies and assist in resolving scheduling conflicts.

Project Monitoring & Reporting

• Monitor project performance against scope, timelines, budgets, and quality standards.
• Prepare weekly and monthly project status reports for management.
• Maintain project documentation, dashboards, and progress trackers.
• Escalate project risks, delays, and issues promptly to the IT Manager.

Stakeholder Management

• Liaise with school leadership, academic departments, administrative staff, vendors, and consultants throughout project lifecycles.
• Coordinate communication between technical teams and non-technical stakeholders.
• Ensure stakeholder expectations are managed effectively through regular updates.

Technology Implementation

• Support the deployment of new hardware, software, and digital learning solutions.
• Coordinate user acceptance testing (UAT) and implementation activities.
• Assist with system rollouts, upgrades, and migrations.
• Monitor post-implementation support activities to ensure successful adoption.

Vendor Coordination

• Coordinate with external vendors and service providers during project implementation.
• Monitor vendor performance against agreed deliverables.
• Assist in evaluating vendor quotations and project proposals.
• Ensure vendors comply with contractual obligations and project timelines.

Documentation & Quality Assurance

• Maintain comprehensive project documentation, including project plans, meeting minutes, risk registers, issue logs, change requests, and implementation reports.
• Ensure project documentation complies with school standards.
• Support quality assurance activities throughout project lifecycles.

Budget & Resource Support

• Assist in monitoring project budgets and expenditure.
• Track procurement requests and delivery schedules for project resources.
• Support resource planning and allocation for IT initiatives.

Risk Management

• Identify potential project risks and recommend mitigation strategies.
• Maintain project risk and issue registers.
• Monitor implementation of corrective actions.

Change Management & Training

• Assist in developing user communication plans for new technology initiatives.
• Coordinate staff training sessions during system implementations.
• Support user adoption and change management activities.
• Gather feedback from users following project implementation.

Compliance & Governance

• Ensure projects comply with school policies, ICT standards, data protection regulations, and cybersecurity requirements.
• Support project governance processes and documentation.
• Maintain confidentiality of project information.

Qualifications

Education

• Bachelor's Degree in Information Technology, Computer Science, Computer Engineering, Information Systems, Project Management, Business Information Systems, or a related field.

Professional Certifications (Preferred)

• Project Management Professional (PMP)
• Certified Associate in Project Management (CAPM)
• PRINCE2 Foundation or Practitioner
• Agile Certified Practitioner (PMI-ACP)
• Scrum Master Certification (CSM or equivalent)
• ITIL Foundation Certification
• Microsoft Project or equivalent project management training

Experience

• Minimum of 3 years' experience in IT project coordination, project management, or technology implementation.
• Experience supporting digital transformation or ICT projects.
• Previous experience within an educational institution is an added advantage.

Technical Competencies

• Project planning and scheduling
• Project documentation and reporting
• Risk and issue management
• Budget monitoring
• Vendor management
• Microsoft Project, Trello, Asana, Jira, Monday.com, or similar project management tools
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Basic understanding of networking, hardware, software, and cloud technologies
• Change management principles
• Business process improvement

Core Competencies

• Excellent organisational and time management skills
• Strong analytical and problem-solving ability
• Outstanding communication and presentation skills
• Stakeholder management and relationship building
• Attention to detail and accuracy
• Leadership potential
• Team collaboration
• Adaptability and resilience
• Ability to manage multiple projects simultaneously
• Professionalism, integrity, and accountability

Stella Maris Schools is an equal opportunity employer and is committed to safeguarding and promoting the welfare of children. Successful candidates will be required to undergo appropriate background and reference checks before employment.