Job Overview

The Senior Executive, Student Management System plays a critical role in ensuring the integrity, configuration, and continuous enhancement of the University's Student Management System (UCCampus). This position supports academic operations, timetabling, student records management, and the overall student lifecycle experience.

As a senior member of the Systems Team, you will manage complex system configurations, oversee academic data governance activities, provide Level 2 system support, and act as a key liaison between academic departments, administrative teams, examination functions, and IT services. You will also contribute to process improvements, mentor junior team members, and support strategic initiatives that enhance operational efficiency and service delivery.

This role offers the opportunity to make a meaningful impact on the University's academic operations while working in a collaborative and technology-driven environment.

Key Responsibilities

1. Student Management System Configuration & Academic Data Governance

• Manage and maintain UCCampus configuration settings, including academic regulations, session setup, grading configurations, and related system parameters.
• Configure and maintain programme structures, subject offerings, specialisations, elective modules, and study plans.
• Maintain course details, including course codes, descriptions, prerequisites, co-requisites, and learning outcomes.
• Oversee course setup processes, including course breakdown creation, gradebook configuration, and mapping activities.
• Manage grading schemes, academic statuses, and award templates.
• Review and validate complex configuration changes to ensure compliance with academic policies and operational requirements.
• Perform authorised data amendments and overrides in accordance with established governance and approval procedures.

2. System Support & Issue Resolution

• Serve as the Level 2 escalation point for complex system-related issues.
• Troubleshoot and resolve high-impact configuration and operational issues involving enrolment, registration, assessments, examinations, and academic records.
• Collaborate with stakeholders to identify root causes and implement sustainable solutions.
• Escalate issues to IT teams or management when required and ensure timely follow-up until resolution.
• Support the Examination Department on matters relating to assessment administration and system processes.

3. Timetabling, Venue & Resource Management

• Support and oversee venue allocation and capacity planning to optimise academic resource utilisation.
• Facilitate scheduling activities for classes, examinations, and academic events.
• Review and coordinate complex timetable amendments and ad hoc scheduling requests.
• Resolve scheduling conflicts while balancing operational and academic priorities.
• Configure and maintain student attendance allocation settings.

4. Data Analysis, Reporting & Process Improvement

• Analyse operational and academic data to identify trends, risks, and opportunities for improvement.
• Develop recommendations and solutions that enhance efficiency, accuracy, and user experience.
• Create and maintain dashboards and reports using Excel, Power BI, AI-powered tools, or other reporting platforms.
• Produce regular and ad hoc reports for management and internal stakeholders.
• Present data-driven insights and recommendations to support informed decision-making.

5. System Enhancement & IT Collaboration

• Act as a key liaison between users and IT teams for system enhancements and issue resolution.
• Document, prioritise, and monitor system enhancement requests and reported defects.
• Lead User Acceptance Testing (UAT) activities for system enhancements and upgrades.
• Ensure successful implementation of system improvements through effective stakeholder coordination.
• Contribute operational insights and business requirements to future system development initiatives.

6. Team Support & Leadership

• Provide guidance, support, and knowledge-sharing to Executives within the Systems Team.
• Review and provide feedback on complex system configurations and operational tasks.
• Support the development and continuous improvement of operational procedures and best practices.
• Act as a backup for the Manager, Student Management System when required.
• Assist in workload planning and operational coverage during peak academic periods.

7. Documentation, Training & Knowledge Management

• Maintain accurate and up-to-date system documentation, user guides, and standard operating procedures.
• Develop learning materials and conduct user training sessions when required.
• Support onboarding and knowledge transfer activities for new team members.
• Manage and respond to support tickets within established service standards and timelines.

Requirements

Education

• Bachelor's Degree in Information Systems, Computer Science, Business Administration, Education Administration, or a related discipline.

Experience

• Minimum 3-5 years of experience in student information systems, academic administration, or related operational environments.
• Experience working with Student Management Systems or Enterprise Resource Planning (ERP) platforms within higher education will be an added advantage.
• Exposure to academic timetabling, scheduling, or student records management.
• Experience in data analysis, reporting, and process improvement initiatives.
• Experience mentoring colleagues or serving as a subject matter expert is preferred.

Technical Skills

• Proficiency in Student Management Systems such as UCCampus, TCS iON, PeopleSoft, Sky CMS, or equivalent platforms.
• Strong analytical and reporting skills using Excel, Power BI, AI-enabled tools, or similar technologies.
• Familiarity with ticketing platforms such as Jira, ServiceNow, or equivalent systems.
• Understanding of User Acceptance Testing (UAT) and change management processes.

Professional Competencies

• Strong analytical thinking and problem-solving capabilities.
• High attention to detail and commitment to data integrity.
• Ability to manage sensitive information with professionalism and discretion.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong stakeholder management and interpersonal skills.
• Ability to work independently and collaboratively within cross-functional teams.
• Effective communication skills in both English and Bahasa Malaysia.
• Adaptable, proactive, and committed to continuous learning and improvement.