Student Management Systems (SMS) Manager

Job Overview

The Student Management Systems (SMS) Manager oversees the strategic and operational management of the institution’s student information system. This role ensures the platform effectively supports academic administration, student services, compliance reporting, and institutional decision-making. The SMS Manager works closely with academic, administrative, and IT stakeholders to enhance the student lifecycle—from admissions through graduation—by ensuring data integrity, system usability, and process efficiency.

Key Responsibilities

1. System Administration and Operations

• Oversee day-to-day operations and overall performance of the Student Management System (SMS).
• Manage system configuration, user roles, and permissions across all modules.
• Maintain data integrity, quality assurance processes, and system security protocols.
• Ensure seamless system functionality and uptime.

2. Process Improvement and Functional Support

• Analyse academic and administrative workflows to identify opportunities for digital process optimisation.
• Recommend, develop, and implement system enhancements, upgrades, and configurations.
• Translate functional requirements from internal stakeholders into effective system improvements.

3. User Support and Training

• Serve as the primary point of contact for SMS-related queries, issues, and troubleshooting.
• Provide timely technical and functional support to faculty, administrative staff, and students.
• Develop and deliver training sessions, user guides, and support documentation to promote system adoption.

4. Data Reporting and Compliance

• Develop, maintain, and automate reports and dashboards for academic leadership and student services.
• Ensure accurate and timely submission of data to the Ministry of Higher Education (MOHE), Malaysian Qualifications Agency (MQA), and other regulatory bodies.
• Support internal audits and external quality assurance processes with required system-generated evidence.

5. Vendor and Project Management

• Liaise with SMS vendors for support services, enhancement requests, and contract matters.
• Lead or contribute to cross-departmental system implementation projects and integrations (e.g., LMS, Finance, HR).
• Apply project management principles to ensure timely and successful delivery of SMS-related initiatives.

Qualifications

Minimum Requirements

• Bachelor’s degree in Information Systems, Computer Science, Educational Technology, Higher Education Administration, or a related field.
• 3–5 years of hands-on experience managing a Student Information System (SIS/SMS) or similar enterprise platform.
• More than 5 years of experience managing a team.
• Strong understanding of academic processes (admissions, registration, assessment, graduation, transcripts).
• Proficiency in SQL, relational databases, and report-building tools (e.g., Power BI, Crystal Reports).
• Strong analytical, troubleshooting, and communication skills.
• Knowledge of Malaysian higher education regulatory requirements and standards (MOA, MOHE/KPT).

Preferred Qualifications

• Experience with commercial student systems (e.g., Anthology, Banner, PowerCampus, CampusNexus).
• Certification in project management (e.g., PMP, PRINCE2).
• Familiarity with integration tools, web services, and APIs (REST, SOAP).
• Prior experience in higher education or K-12 environments.
• Ability to manage multiple priorities in a fast-paced, collaborative environment.

Key Competencies

• Strategic and systems thinking
• Strong attention to detail and commitment to data accuracy
• Excellent interpersonal and stakeholder engagement skills
• Ability to collaborate across diverse teams
• Change management and user adoption expertise
• Confidentiality and professional integrity

Working Conditions

• Based at the main campus in Cyberjaya.
• Normal office hours, with flexibility required during system upgrades or peak academic periods (e.g., registration, results processing).

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