Systems Specialist at GIS

The role primes the Systems & Platforms function in ensuring that systems are reliable, secure, well-governed, and aligned with the operational needs of the school. It also drives data integrity, workflow optimization, and quality management practices, ensuring systems effectively support academic and administrative operations.

As a Specialist, the role provides functional leadership to systems staff, ensuring high standards of delivery, continuous improvement, and strong alignment between systems, data, and institutional processes.

Strategic Impact of the Role

Institutional systems are central to the school’s operations across admissions, academics, HR, finance, and student services.

The Systems Specialist plays a critical role in:

·       Ensuring system reliability and data integrity across the institution

·       Driving digitization and optimization of administrative workflows

·       Strengthening systems governance, documentation, and audit readiness

·       Building internal capability within the Systems & Platforms team

The role directly contributes to improved operational efficiency, better decision-making, and a more integrated and scalable digital environment.

Key Responsibilities

Systems Ownership and Architecture

·       Lead the administration and continuous improvement of the school’s core systems

·       Oversee system configuration, workflows, permissions, and integrations

·       Drive improvements to the institutional systems architecture

·       Lead the design and optimization of digital workflows across administrative functions, translating processes into scalable system-driven solutions

·       Ensure effective integration and information flow across platforms

Systems Administration and Operations:

·       Ensure systems are stable, available, and performing optimally

·       Oversee user access, role management, and system configurations

·       Coordinate issue resolution with vendors and service providers

·       Provide advanced-level support for complex system-related issues

Data Governance and Reporting

·       Ensure accuracy, consistency, and integrity of institutional data

·       Oversee data validation, quality assurance, and reporting processes

·       Support academic and administrative reporting cycles

·       Improve data accessibility and reporting workflows across the school

Systems Security and Risk Management

·       Ensure appropriate access controls and data protection measures are in place

·       Apply cybersecurity best practices in system configuration and management

·       Identify and mitigate system-related risks

·       Support compliance with institutional policies and regulatory requirements

Quality Management and Process Improvement

·       Lead the standardization and documentation of system processes and workflows

·       Ensure alignment with ISO 9001:2015 quality management principles

·       Maintain audit-ready documentation, including SOPs, process maps, and system records

·       Identify process gaps and implement structured improvements

·       Drive continuous improvement in system usage, efficiency, and control

Leadership and Team Development

·       Provide functional leadership to Senior Systems Officers and Systems Officers

·       Guide and oversee day-to-day activities within the Systems & Platforms Unit

·       Review outputs to ensure accuracy, consistency, and adherence to standards

·       Mentor and develop team members in systems administration, data management, and user support

·       Support workload planning, prioritization, and effective task allocation

·       Foster a culture of accountability, quality, and continuous improvement

·       Contribute to performance feedback and capability development within the team

Collaboration and Stakeholder Engagement

·       Serve as the primary liaison between systems and institutional stakeholders

·       Translate operational needs into system configurations and improvements

·       Support user training, adoption, and effective use of systems

·       Work closely with departments to improve system-driven processes

KEY SYSTEMS LANDSCAPE

The Systems Specialist will oversee systems across:

·       Student Information Systems (SIS)

·       Admissions platforms

·       Human Resources systems

·       Finance systems

·       Reporting and analytics platforms

·       System integrations and data flows

·       Cloud-based and mobile-enabled platforms

FIRST-YEAR STRATEGIC PRIORITIES

Systems Optimization and Workflow Digitization

·       Lead improvements to system workflows across HR, Finance, Admissions, and student services

·       Deliverable: Optimized workflows and improved system-driven processes

Systems Governance and Documentation

·       Establish structured documentation and governance practices

·       Deliverables:

o   System workflows and SOPs

o   Access control and configuration standards

o   System administration documentation

Data Integrity and Reporting Enhancement

·       Strengthen data governance and reporting processes

·       Deliverable: Improved reporting accuracy and accessibility

Quality Management Implementation

·       Embed ISO-aligned practices in systems and processes

·       Deliverable: Audit-ready documentation and continuous improvement framework

QUALIFICATIONS AND EXPEREINCE

Education

·       Bachelor’s degree in Information Systems, Computer Science, or related field

·       Master’s degree in a relevant field is an advantage

Experience

·       Minimum 8–10 years’ experience in:

o   Systems administration or enterprise systems support

o   Data management and reporting

o   Institutional or enterprise IT environments

·       Experience leading or supervising systems or IT staff

·       Experience working with Quality Management Systems (ISO 9001:2015)

·       Experience supporting audits, compliance, or governance initiatives

Certifications/Working Knowledge (Advantage)

·       CompTIA Security+

·       ITIL

·       PRINCE2

·       Cybersecurity or data protection certifications

Key Competencies

Systems Leadership: Ability to take ownership of systems and guide a team in delivering high-quality outcomes.

Systems Thinking: Ability to understand and optimize interactions between systems, data, and processes.

Data Governance: Strong focus on data accuracy, validation, and reporting integrity.

Quality and Process Orientation: Ability to design structured processes, documentation, and continuous improvement practices.

Stakeholder Engagement: Ability to translate technical systems into practical solutions for nontechnical users.

CAREER DEVELOPMENT PATH

Senior Systems Officer → Systems Specialist → Systems Unit Lead

This role represents a transition from execution to technical expertise, functional leadership, and governance accountability.

PERSONAL ATTRIBUTES

·       Strong professional integrity and discretion

·       High attention to detail

·       Structured and process-driven mindset

·       Proactive and solution-oriented

·       Ability to lead while remaining hands-on