Edutrium — Lean Structure

Organizational structure for Edutrium — an education technology company operating with 16 people, 7 AI systems, and 4 outsourced functions.

Overview
Organizational Chart
Organizational Hierarchy
AI Systems Detail
Outsourced Functions Detail
Student Journey Detail

Overview

Edutrium operates with a lean team of 16 people, augmented by 7 AI systems and 4 outsourced functions. This document maps the complete organizational hierarchy, the AI systems that replace traditional headcount, outsourced functions, and the student journey from discovery to enrollment — showing which human, hybrid (AI-assisted), or AI system handles each step.

Organizational Chart

CEO / Founder

Vision · Strategy · Fundraising · BD

Division	Reports To	Role	Type
Tech	CTO / Head of Product	Frontend Engineer	Human
		Backend Engineer	Human
		Project Manager	Human
		DevOps Engineer	Human
		AI / ML & Data Engineer	Human
Operations	COO / Head of Operations	Student Advisor	Hybrid
		Partnership Manager	Human
		University Data Researcher	Hybrid
		Admissions Officer	Hybrid
Growth	Head of Growth	Digital Marketer	Human
		Graphic & Media Designer	Human

7 AI Systems (Software)

#	System	Replaces
1	Student Matching Engine	5–10 advisors doing manual matching
2	Conversational AI	4–8 support agents
3	Document Analysis AI	3–5 verification officers
4	Application Optimizer	2–3 application reviewers
5	Visa Requirements AI	1–2 visa researchers
6	Financial Aid Matcher	Manual research hours
7	Predictive Analytics	Guesswork & experience-only

4 Outsourced Functions

Function	Method	Est. Cost
Accounting / Bookkeeping	Outsource	$500–1.5K/mo
Legal & Compliance	Outsource / Retainer	$1–3K/mo
HR / Payroll	SaaS (Deel, Remote.com)	$50–100/person/mo
Customer Support L1	AI Chatbot + overflow outsource	Minimal

Legend: Human · Hybrid (AI-assisted) · AI System · Outsourced

Organizational Hierarchy

The team consists of 16 people organized under three divisions:

CEO / Founder 👑

Vision, Strategy, Fundraising, BD Hats: Strategy · Investor Relations · Key Partnerships

CTO / Head of Product 💻

Tech + Product + AI combined Hats: Architecture · Product Roadmap · AI Strategy

Role	Icon	Type	Hats
Frontend Engineer	🎨	Human	React/Next.js · UI/UX · Mobile Web
Backend Engineer	⚡	Human	API Design · Database · Integrations
Project Manager	📋	Human	Sprint Planning · Stakeholder Sync · QA Oversight
DevOps Engineer	🚀	Human	Cloud Infra · CI/CD Pipelines · Security
AI / ML & Data Engineer	🧠	Human	ML Models · Data Pipelines · AI QA

COO / Head of Operations ⚙️

Ops + Student Success + Partnerships Hats: Operations · University Deals · Compliance

Role	Icon	Type	Hats	AI Tools
Student Advisor	🎓	Hybrid	Student Consultation · Visa Guidance · Doc Verification · Support	Matching Engine · Visa AI · Document AI · Aid Matcher · Predictive Analytics
Partnership Manager	🤝	Human	Uni Relations · DB Updates · Contract Nego	—
University Data Researcher	🔎	Hybrid	Program Scraping · Deadline Tracking · Fee Updates	Document AI · Predictive Analytics
Admissions Officer	📨	Hybrid	Application Review · University Submissions · Status Tracking	Application Optimizer · Document AI · Predictive Analytics

Head of Growth 📈

Marketing + Sales + Community Hats: Marketing Strategy · Content · B2B Sales

Role	Icon	Type	Hats
Digital Marketer	📢	Human	SEO/SEM · Social Media · Content Creation
Graphic & Media Designer	🎨	Human	Social Graphics · Video/Reels · Brand Identity

AI Systems Detail

#	System	Icon	Description	Replaces
1	Student Matching Engine	🎯	Auto-matches student profiles to universities	5–10 advisors doing manual matching
2	Conversational AI	💬	24/7 first-line support — handles 80% of queries	4–8 support agents
3	Document Analysis AI	📄	Auto-extracts & verifies transcripts, certificates	3–5 verification officers
4	Application Optimizer	✍️	Essay feedback & application improvement	2–3 application reviewers
5	Visa Requirements AI	🌍	Country-specific visa rules, always up to date	1–2 visa researchers
6	Financial Aid Matcher	💰	Scholarship & grant discovery engine	Manual research hours
7	Predictive Analytics	📊	Admission probability & timeline estimates	Guesswork & experience-only

Outsourced Functions Detail

Function	Icon	Method	Estimated Cost
Accounting / Bookkeeping	📒	Outsource	$500–1.5K/mo
Legal & Compliance	⚖️	Outsource / Retainer	$1–3K/mo
HR / Payroll	👥	SaaS (Deel, Remote.com)	$50–100/person/mo
Customer Support L1	🎧	AI Chatbot + overflow outsource	Minimal

Student Journey Detail

Phase 1 — 🔍 Discovery

Step	Description	Actors
Student Lands on Edutrium	Via Google search, social media ad, referral, or university partner link	📢 Digital Marketer (Human) · 🎨 Graphic Designer (Human)
Browses Platform & Explores Programs	Student explores university listings, program details, country guides	💬 Conversational AI (AI) · 🔎 Uni Data Researcher (Hybrid) · 💻 Platform / Tech Team (Human)

Phase 2 — 📝 Registration & Profiling

Step	Description	Actors
Creates Account & Fills Profile	Student signs up, enters academic background, test scores, GPA, budget, preferences	💻 Platform / Tech Team (Human) · 💬 Conversational AI (AI)
Uploads Documents	Transcripts, certificates, passport, language test scores, CV/resume	📄 Document Analysis AI (AI) · 💻 Platform / Tech Team (Human)

Phase 3 — 🎯 AI Matching & Recommendations

Step	Description	Actors
AI Generates University Matches	Based on profile, documents, budget, and preferences — ranked by fit score	🎯 Student Matching Engine (AI) · 📊 Predictive Analytics (AI) · 💰 Financial Aid Matcher (AI)
Student Reviews Recommendations	Student browses matched universities, compares programs, saves favorites	💬 Conversational AI (AI) · 💻 Platform / Tech Team (Human)

Phase 4 — 🗣️ Consultation & Decision

Step	Description	Actors
Books Session with Human Advisor	Student schedules a 1-on-1 consultation for personalized advice	🎓 Student Advisor (Hybrid) · 📊 Predictive Analytics (AI)
Visa & Immigration Guidance	Advisor discusses visa requirements, timelines, financial proof	🌍 Visa Requirements AI (AI) · 🎓 Student Advisor (Hybrid)
Student Selects Target Universities	Narrows down to 2–5 universities — safety, match, and reach picks	🎓 Student Advisor (Hybrid) · 📊 Predictive Analytics (AI)

Phase 5 — ✍️ Application Preparation

Step	Description	Actors
Application Optimizer Reviews Materials	AI analyzes personal statement, motivation letter, and essays	✍️ Application Optimizer (AI) · 🎓 Student Advisor (Hybrid)
Document Verification & Compliance	All documents verified for authenticity, formatting, and university-specific needs	📄 Document Analysis AI (AI) · 📨 Admissions Officer (Hybrid) · 🎓 Student Advisor (Hybrid)

Phase 6 — 📨 Submission & Tracking

Step	Description	Actors
Applications Submitted	Student submits applications through Edutrium or directly to universities	📨 Admissions Officer (Hybrid) · 💻 Platform / Tech Team (Human) · 🤝 Partnership Manager (Human)
Status Monitoring & Updates	Student tracks application status in real-time with notifications	📨 Admissions Officer (Hybrid) · 💬 Conversational AI (AI) · 🎓 Student Advisor (Hybrid)

Phase 7 — 🎉 Acceptance & Enrollment

Step	Description	Actors
Offer Received & Evaluated	Student receives admission offer(s) — compares terms, scholarships, conditions	📨 Admissions Officer (Hybrid) · 🎓 Student Advisor (Hybrid) · 💰 Financial Aid Matcher (AI)
Seat Reservation & Payment	Student confirms choice, pays deposit/tuition to reserve seat	💻 Platform / Tech Team (Human) · 🤝 Partnership Manager (Human) · ⚙️ COO (Human)
Visa Application & Pre-Departure	Student begins visa process with guidance — receives pre-departure checklist	🌍 Visa Requirements AI (AI) · 🎓 Student Advisor (Hybrid) · 💬 Conversational AI (AI)
✅ Student Enrolled — Seat Secured	University seat confirmed. Student is enrolled and ready for their academic journey	🤝 Partnership Manager (Human) · 💬 Conversational AI (AI)