HR Workflow & Operations Executive

KINGSTON EDUCATIONAL INSTITUTE · India

About Kingston Educational Institute

Kingston Educational Institute (KEI) is a multidisciplinary education society operating a 28-acre campus in Barasat, Kolkata, spanning institutions across engineering, management, law, paramedical and allied health sciences — alongside Kingston General Hospital. With multiple academic, administrative, and healthcare units running in parallel, KEI is building a structured, transparent workflow-management function to keep every department's daily execution visible, accountable, and aligned with management priorities.

About the Role

We are looking for a proactive, detail-oriented Operations professional with working knowledge of Scrum and Kanban methodologies to coordinate, assign, monitor, and report on the day-to-day workflow of KEI's key support departments — HR, Accounts & Finance, Purchase, Sales & Marketing, Academic Services, Admin Services, and Hospital Operations.

The incumbent will function as a cross-departmental Scrum Facilitator, running structured morning stand-ups with each department, closing the day with a consolidated review of completed, ongoing, and blocked work, mapping dependencies across departments, and delivering a single consolidated report to department managers and senior management. The role is central to instilling workflow discipline, accountability, and timely task closure across the institute.

Key Responsibilities

1. Daily Department Stand-ups (Morning)

• Conduct department-wise morning stand-up meetings across HR, Accounts & Finance, Purchase, Sales & Marketing, Academic Services, Admin Services, and Hospital Operations.
• Ensure each task discussed has a clear owner, priority, and expected completion time.
• Update and maintain a live Kanban/task board (tool-based or Excel) for every department.
• Flag urgent, time-sensitive, or management-priority items during the stand-up.

2. Daily Closure Meetings (End-of-Day)

• Run end-of-day closure/wrap-up reviews with each department to capture actual status against the morning's assignments.
• Classify every task as Completed, In Progress, Pending, or Blocked.
• Record discrepancies between planned and actual progress, with reasons.

3. Bottleneck & Dependency Mapping

• Identify and categorize blockers — inter-departmental dependency, pending approval, missing information, system/technical issue, resource constraint, or unclear task scope.
• Map cross-departmental dependencies (e.g., Purchase awaiting Accounts sign-off, Academic Services awaiting Admin support) and track them to resolution.
• Follow up directly with the concerned department/individual to unblock stuck items.
• Escalate unresolved or critical blockers promptly to the respective department head and management.

4. Consolidated Reporting

• Prepare a single consolidated daily/weekly report covering all departments — tasks assigned, completed, pending, blocked, and dependency status.
• Share department-specific extracts with respective managers and a consolidated view with the Secretary & President.
• Maintain historical tracking to identify recurring bottlenecks and repeat-pending tasks by department.

5. Scrum & Kanban Coordination

• Maintain and continuously update a master Kanban board (tool-based or Excel) spanning all supporting departments.
• Monitor Work in Progress (WIP) limits and highlight tasks stuck beyond expected timelines.
• Promote a structured, disciplined daily workflow rhythm across departments.
• Drive continuous improvement in task turnaround and inter-departmental coordination.

6. Cross-Functional Operations Support

• Coordinate with department leads on recurring operational activities — recruitment, vendor/purchase cycles, fee/finance follow-ups, admissions and marketing campaigns, academic scheduling, admin services, and hospital operations.
• Maintain organized records of daily/weekly task completion by department.
• Support management in preparing weekly productivity and pending-task reviews.

Key Deliverables / KPIs

• 100% daily task allocation coverage across all onboarded departments.
• 100% end-of-day status capture (Completed / In Progress / Pending / Blocked).
• Accurate, timely consolidated management report every day/week.
• Clear documentation of reasons for every pending/blocked task.
• Defined turnaround time for escalation and resolution of blockers.
• Measurable reduction in repetitive/persistent pending tasks over time.
• An always-current master Kanban/Scrum board across departments.
• Improved on-time completion rate for cross-departmental dependencies.

Required Qualification

• Bachelor's degree in Business Administration, Management, HR, Operations, or a related discipline.
• MBA/PGDM (Operations, HR, or General Management) will be an added advantage.

Required Experience

• 1–4 years of experience in operations coordination, PMO, business operations, or HR operations — preferably within a multi-department or multi-unit organization.
• Prior exposure to an educational institution, hospital, or other multi-vertical organization is an added advantage.
• Candidates with strong organizational and coordination skills but limited direct experience may also be considered.

Required Skills

• Working knowledge of Scrum and Kanban methodologies.
• Strong task-tracking, follow-up, and documentation discipline.
• Ability to run structured meetings across multiple departments and personalities.
• Excellent verbal and written communication and coordination skills.
• Strong analytical and problem-solving ability, especially in mapping dependencies.
• Proficiency in MS Excel/Google Sheets for tracker and dashboard maintenance.
• Comfort working across functions as diverse as Finance, Purchase, Marketing, Academics, Admin, and Hospital Operations.
• Ability to manage multiple parallel workstreams under daily deadlines.

Preferred Knowledge

Exposure to any task-management or HRMS/ERP tool is preferred but not mandatory — greytHR, Campus 365/Buddy MIS, Jira, Trello, Asana, ClickUp, Monday.com, Microsoft Planner, or Google Workspace. Candidates should be comfortable learning and operating whichever system KEI adopts.

Ideal Candidate Profile

The ideal candidate has a process-oriented, coordination-driven mindset and is equally comfortable engaging with HR, Finance, Purchase, Marketing, Academic, Admin, and Hospital teams. They are persistent but diplomatic in following up on task status, precise in documenting reasons for delay, and confident escalating issues when required — without needing to be a certified Scrum expert. What matters most is disciplined execution: Operations Coordination + Task Management + Follow-up + Consolidated Reporting.