The Independent Institute of Education (The IIE) is a registered private higher education provider and a wholly owned subsidiary of Advtech Ltd, listed on the JSE.
The IIE’s Academic Center of Excellence (ACE) is the custodian of academic quality, educational technology, and governance across the institution. It leads academic strategy, compliance, and operational integrity through robust governance structures.
The current ACE is a hub for academic innovation, staff capacity building, quality assurance, and governance across both the schools and tertiary divisions.
We are excited to invite applications for the role of Production Coordinator. Based at The IIE’s head office in Sandton, this role will support the ACE ED Tech & Innovation Team.
The purpose of the job:
The incubent will plan, schedule and coordinate the end-to-end production of online learning content and LMS courseware by the Learning and Design team. The role translates approved priorities and delivery dates into practical production plans, coordinates work across Instructional Designers (IDs) and Learning Technologists (LTs), monitors capacity and progress, manages dependencies and hand-offs, and keeps stakeholders informed. The Production Coordinator identifies risks and bottlenecks early, supports quality and approval gates, maintains accurate production records and reports, and escalates decisions that affect scope, resources, cost, quality or institutional commitments.
Reporting to:
The successful candidate will report to the Executive: Educational Technology & Innovation.
Main Outputs and Responsibilities for this Position:
Production Planning and Scheduling
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Translate approved courseware scope, priorities and deadlines into integrated production plans for each development cycle.
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Build and maintain schedules covering milestones, dependencies, hand-offs, review windows and final delivery dates.
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Confirm capacity assumptions and sequence work across IDs and LTs to support achievable commitments.
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Baseline plans, maintain version control and reforecast when scope, priorities, inputs or resource availability change.
Work Allocation and Workflow Coordination
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Allocate work in consultation with the manager or team leads, considering capacity, capability, complexity, continuity and due dates.
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Coordinate hand-offs between IDs, LTs, academic contributors, reviewers, QA participants and institutional representatives.
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Facilitate production meetings and ensure that owners, deliverables, dates, dependencies and next actions are clear.
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Monitor workload balance and recommend redistribution, sequencing changes or additional support where needed.
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Confirm that briefs, source content, templates, access and approvals are available before work begins.
Progress Monitoring, Reporting and Escalation
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Maintain a single, accurate production tracker or dashboard covering scope, ownership, progress, forecast dates and status.
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Monitor progress against the approved plan and follow up on overdue tasks, reviews and dependencies.
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Identify delivery risks, bottlenecks, scope changes and capacity constraints early and assess their likely impact.
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Prepare concise weekly or fortnightly status reports, delivery forecasts and management summaries.
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Escalate material exceptions promptly with evidence, impact analysis and practical response options.
Quality and Delivery Readiness Coordination
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Schedule and coordinate content reviews, technical checks, QA activities and approvals at the required production gates.
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Verify that completion evidence, version control, supporting files and checklists are in place before release or handover.
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Track defects, feedback and rework to closure without bypassing agreed quality standards.
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Coordinate final handover or publishing with the responsible teams and confirm delivery status.
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Capture recurring quality issues and support corrective process improvements.
Stakeholder Communication and Team Enablement
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Serve as the central coordination point for production schedules, priorities, dependencies, changes and delivery risks.
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Provide clear, timely updates to the L&D team, management, academic stakeholders and relevant support functions.
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Maintain shared calendars, agendas, minutes, action logs and decision records for production activities.
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Support onboarding and consistent use of production processes, templates and tracking tools.
Administration, Governance and Continuous Improvement
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Maintain accurate resource plans, production records, status histories and approved documentation in the designated repositories.
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Build governance, accessibility, copyright, information security and institutional requirements into production workflows and checks.
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Review production data and lessons learned to recommend improvements to processes, templates, tools and automation.
Qualifications and Experience
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Bachelor's degree or advanced diploma in project management, education, instructional design, business administration, operations management, or a related field.
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Relevant equivalent experience may be considered.
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Postgraduate qualification or recognised project or production management certification.
Formal training in online learning, instructional design or educational technology advantageous
Experience
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A minimum of 3 years of production or project coordination: coordinates concurrent deliverables, resources, milestones and dependencies.
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A minimum of 2 years in learning content production: understands courseware stages, roles, hand-offs and approvals.
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A minimum of 2 years of workload planning and scheduling: matches work to capacity and maintains delivery forecasts.
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A minimum of 2 years of progress, risk and issue management: maintains trackers, identifies threats and coordinates responses.
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A minimum of 2 years of stakeholder and workflow coordination using digital planning, collaboration and LMS tools.
Competencies:
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Production planning and scheduling: translates scope and deadlines into realistic, integrated plans.
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Project coordination: manages milestones, dependencies, hand-offs, actions and concurrent deliverables.
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Resource and workload planning: matches work to capacity, capability and production priorities.
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Monitoring and reporting: maintains reliable data, analyses status and communicates forecasts clearly.
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Risk, issue and change coordination: identifies threats early and coordinates proportionate responses.
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Stakeholder communication: builds alignment, negotiates practical commitments and escalates constructively.
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Learning content production knowledge: understands ID, LT, LMS, QA and approval workflows.
Behavioural Attributes
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Organisation and reliability
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Attention to detail
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Collaboration
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Proactive ownership
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Resilience and adaptability
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Practical problem-solving
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Service orientation
General
Other Special Requirements
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Proficient in work-tracking, Microsoft 365 and LMS tools; Brightspace experience is advantageous.
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Functional coordination only (no direct reports); able to support peak workloads and critical releases.
