Project Manager - Student Management System (SMS)

• Vacancy Number: #385
• Position Title: Student Management System (SMS) Project Manager
  Employment Type: Fixed Term
  Contract Period: 2 Years
  FTE / Hours: Full Time – 1.0 FTE (38.0 hrs per week)
  Department: People and Student Success
  Location: Multi-Campus (as required)
  Award / Agreement: Melbourne Polytechnic Academic and Professional Staff Agreement 2025 (PACCT)
  Classification Level: PACCT Over Agreement
  Salary Range: $148,000 - $158,000 per annum, plus superannuation
• Applications Close: Sunday, 30 August 2026

Provide project management leadership for the implementation of Melbourne Polytechnic’s new Student Management System (SMS) and related system capabilities.

Melbourne Polytechnic has delivered hands-on, future-focused education for more than 110 years. Our people play a vital role in supporting students, industries and communities across Victoria.

In this role, you’ll enjoy:

• Meaningful work that supports education, training, innovation and student success
• A supportive and collaborative team environment
• Flexible work arrangements, where applicable
• Exposure to diverse programs, systems and continuous improvement initiatives
• A values-driven organisation committed to inclusion, wellbeing and quality

Reporting to the SMS Project Director, the SMS Project Manager provides project management leadership for the implementation of Melbourne Polytechnic’s new Student Management System (SMS) and related system capabilities.

Working across all project streams, you will coordinate project planning and delivery, including release management, project reporting, testing, resource coordination, risk and issue management, change requests and transition to business as usual. You will work closely with project teams, business stakeholders and vendors to ensure project activities are integrated, dependencies are managed and agreed deliverables are achieved within scope, schedule and budget.

The SMS implementation is a significant organisational initiative supporting Melbourne Polytechnic’s strategic and digital objectives. This position suits an experienced project management professional with demonstrated experience delivering complex system implementation or digital transformation projects.

What You'll Do

Project Planning & Delivery

• Lead project management activities across the SMS implementation, aligning project streams and work plans with the overall project plan and implementation framework
• Develop, maintain and monitor project plans, milestones, dependencies and deliverables, tracking performance against agreed scope, schedule, budget and objectives
• Coordinate project, business and vendor resources, manage changes to project plans and requirements, and address emerging delivery issues to support timely delivery

Release Management & Implementation

• Lead the planning, coordination and delivery of system releases, with accountability for readiness and delivery of assigned release go-lives
• Develop and maintain release plans, coordinating teams and vendors to ensure alignment between the project roadmap, delivery activities and agreed requirements
• Monitor delivery progress, dependencies, issues, risks and resources, resolving or escalating conflicts and issues that may affect successful implementation

Project Governance, Risk & Change Control

• Manage the identification, assessment, prioritisation and reporting of project risks, issues, dependencies and change requests, including associated approval processes
• Maintain the SMS implementation and business and functional requirements frameworks, ensuring project activities and changes are appropriately aligned, controlled, documented and communicated
• Maintain comprehensive and accurate project documentation to support governance, transparent decision-making and project assurance

Testing, Quality & Transition

• Lead and coordinate project testing activities, including planning, development of test cases and user acceptance testing, ensuring activities are completed in accordance with project requirements and timelines
• Monitor testing outcomes, issues and dependencies, coordinating resources and stakeholders to support appropriate resolution or escalation
• Coordinate transition to business as usual and operational readiness, while identifying opportunities to improve project processes, quality and delivery

Project Reporting & Stakeholder Engagement

• Lead project reporting and prepare accurate, timely and high-quality reports, presentations and materials on project status, performance, risks, issues and dependencies for executive and governance review
• Build and maintain effective working relationships with project teams, domain leads, business stakeholders and vendors
• Facilitate communication, collaboration and engagement across project streams to maintain alignment on priorities, deliverables and project objectives and promote understanding of the SMS implementation

Vendor, Contract & Resource Coordination

• Establish and maintain effective working relationships with vendors, suppliers and implementation partners, coordinating deliverables against project requirements, timelines and agreed commitments
• Support the management of project contracts and monitor delivery against contractual requirements
• Coordinate project resource requirements, including onboarding, training, availability and allocation, and resolve resource constraints and competing priorities that may affect project delivery

Project Management & Delivery

• Extensive project management experience delivering complex system or digital transformation projects, with demonstrated ability to plan, coordinate and deliver within agreed scope, schedule and budget
• Strong knowledge of project management methodologies, tools and delivery approaches, including Agile and Scrum practices

Systems & Sector Capability

• Strong knowledge of Student Management System and CRM capabilities, processes and related systems within the VET and/or Higher Education sector
• Demonstrated experience supporting the design, development, implementation and transition of complex technology solutions

Governance, Risk & Problem Solving

• Demonstrated ability to manage project risks, issues, dependencies, change requests and governance requirements
• Strong analytical and problem-solving capability, with the ability to assess complex issues, exercise sound judgement and identify appropriate solutions
• Ability to balance project requirements, risk, resources and organisational priorities

Stakeholder Engagement & Influence

• Demonstrated ability to build effective relationships and work collaboratively with senior leaders, business stakeholders, technical teams, vendors and project resources
• Strong influencing, consultation and negotiation capability within a complex project environment

Communication & Reporting

• Highly developed written and verbal communication skills, including the ability to prepare clear, accurate and high-quality project reports and presentations for executive and governance audiences
• Ability to communicate complex project and technical information clearly to diverse stakeholder groups

Planning, Organisation & Adaptability

• Strong organisational skills and attention to detail, with demonstrated ability to manage multiple priorities and deliver outcomes within tight timeframes
• Ability to work effectively in a complex and changing project environment and adapt priorities in response to emerging requirements

Qualifications & Mandatory Checks

Appointment to this position is subject to meeting the qualification requirements (where applicable) and the successful completion of all mandatory employment checks.

Qualifications

• Relevant tertiary qualification in Project Management, Business, Information Technology or a related discipline, and/or extensive demonstrated experience in a comparable role.
• Demonstrated project management and leadership experience in the successful delivery of complex system implementation or transformation projects.
• Experience using contemporary project management and collaboration tools and methodologies. 

Mandatory Checks

You must hold, or be eligible to obtain:

• A valid Victorian Working with Children Check (Employee)
• A National Police Check
• Any other role-specific employment, regulatory or safety checks required for the position

How To Apply

Click Apply to submit your application through Melbourne Polytechnic’s careers portal. You will be able to view the full Position Description and upload your documents online.

Please ensure you:

• Complete all pre-screening questions
• Upload your CV and a brief cover letter (maximum 2 pages) outlining how your skills and experience align with the role

• Maximum file size: 2MB per document
• Preferred format: PDF (Word .doc or .docx accepted)
• Avoid special characters in file names (e.g. ! @ # % *)

Our selection process may include:

• An interview (in person or via Microsoft Teams)
• Reference checks
• Employment and qualification verification

We aim to provide a respectful and timely recruitment experience for all applicants.

Melbourne Polytechnic is an equal opportunity and child-safe employer. We value the knowledge, skills and perspectives of Aboriginal and Torres Strait Islander peoples and strongly encourage applications from First Nations candidates. We also welcome applications from people with disability, people from culturally diverse backgrounds, women in underrepresented areas, and people of all genders, gender identities, sexual orientations and LGBTQIA+ communities.

Melbourne Polytechnic manages all recruitment directly. We do not accept unsolicited applications from agencies unless engaged through the State Purchasing Contract and with prior written approval.