Implementation Specialist

Job Description

Job Description

Who Are You?
You are a structured, detail-oriented problem-solver who thrives on taking a client from day one to a successful launch. You enjoy translating client goals into a clear plan and are equally comfortable configuring a system, leading a client conversation, troubleshooting an issue, or training a team.
You're passionate about education, scholarships, and the work our clients do to create opportunities for students. You take ownership, adapt quickly, and know how to balance speed with quality. You see implementation as more than completing a checklist, you want clients to launch confidently, become self-sufficient, and see the value of Kaleidoscope.
You're ready to build better processes, work across teams, and grow with the company.
If this describes you, Kaleidoscope is thrilled you're here.
Who Are We?
We're re-imagining the role of technology in the scholarship space. Millions of capable students face financial barriers, while organizations wanting to help often lack the infrastructure to do it effectively. We provide the tools, services, and support organizations need to launch and operate world-class scholarship programs.
Our customers range from established foundations to corporations building community impact and future workforce, to individuals creating their legacy. We're not just building software; we're supporting our partners in creating opportunity. If you care about impact and want to be part of a team moving the needle on real problems, this is the place.
In 2025, we were awarded the best scholarship management software and Top 50 EdTech software on G2.
Learn more at
Position Summary
The Implementation Specialist owns the client onboarding experience from kickoff through successful launch and hand-off to Customer Success. As the primary implementation resource on the team, you'll guide clients through requirements gathering, configuration, testing, training, and launch.
We're looking for someone with hands-on SaaS implementation experience who enjoys owning the client journey and solving problems along the way. You'll work closely with Sales, Account Management, and Customer Success to understand client goals and commitments, deliver an onboarding experience grounded in best-practice recommendations rooted in scholarship and grants industry expertise, and set clients up for long-term success.
This role also has the opportunity to shape how Kaleidoscope approaches implementation as we grow, improving processes, creating repeatable solutions, and using AI to work more efficiently while maintaining a high bar for quality.
This is a hybrid role based in our Minneapolis office, 3 days on-site, 2 days remote.
Position Responsibilities
Client Onboarding & Delivery

• Own multiple client implementations from kickoff through successful launch and hand-off to Customer Success
• Gather requirements and translate client goals and workflows into clear, actionable implementation plans
• Build and configure accounts, forms, workflows, and award cycle needs to client specifications and program requirements
• Lead client workshops, including helping organizations build new scholarship programs from the ground up
• Deliver training across Kaleidoscope's core platform modules so clients can operate independently after go-live
• Perform technical and functional testing across applicant, reviewer, contributor, and client administrator workflows, and provide technical support, troubleshooting, and issue resolution throughout implementation
• Manage project timelines, milestones, risks, and client expectations
• Define implementation success based on client outcomes, including successful first program cycles and time-to-value
• Partner with Customer Success to ensure a strong hand-off and foundation for long-term adoption

Cross-Functional Collaboration

• Participate in pre-implementation discovery calls with Sales to assess client needs, scope, and complexity ahead of hand-off
• Partner with Sales and Account Management to understand client commitments, goals, and expectations established during the sales process
• Work closely with Customer Success to create a seamless transition from implementation to ongoing partnership
• Surface client feedback, product gaps, and recurring implementation challenges to the appropriate internal teams
• Serve as the internal implementation subject-matter expert and advocate for a consistent, high-quality client experience

Process & AI Optimization

• Identify opportunities to improve implementation processes, tools, documentation, and efficiency
• Develop repeatable approaches that reduce implementation time and improve scalability
• Use AI to accelerate requirements gathering, configuration recommendations, testing, documentation, and training content
• Review and validate AI-generated work for accuracy, quality, and client readiness
• Identify project risks early and proactively develop solutions to keep implementations on track
• Use client feedback and implementation data to identify opportunities for continuous improvement

Team & Company Responsibilities

• Meet key implementation speed and quality metrics, including time to implement, time to value, on-time go-live rate, and go-live success rate.
• Maintain low post-go-live escalation rates in the first 30, 60, and 90 days as a signal of hand-off quality
• Collaborate with teammates to share best practices and process improvements
• Serve as a culture champion of Kaleidoscope and work in accordance with company policies and values
• Maintain regular and reliable attendance
• Perform other duties as assigned

Required Qualifications

• Bachelor's degree or higher
• 2+ years of experience in SaaS implementation, onboarding, solutions consulting, professional services, or a similar client-facing implementation role
• Demonstrated experience owning software implementations from kickoff through go-live
• Experience gathering client requirements, translating business processes into software configurations, coordinating testing, and delivering client training
• Strong project management, organization, and follow-through skills, with the ability to manage multiple implementations and shifting priorities
• Strong technical aptitude and ability to quickly learn and confidently support new software platforms
• Ability to translate client goals and workflows into clear, actionable implementation plans
• Experience troubleshooting client issues and navigating implementation challenges to successful resolution
• Excellent written and verbal communication skills, with the ability to build trust and communicate effectively with clients and internal teams
• Experience collaborating cross-functionally with Sales, Account Management, Customer Success, Product, or similar teams
• Comfort using AI tools to improve productivity, with sound judgment to review and validate AI-generated work
• Demonstrated attention to detail, ownership, and a continuous improvement mindset
• Passion for education, scholarships, and the work our clients do to create opportunities for students
• Proficiency with Microsoft Office Suite
• Ability to pass a background check
• Authorized to work in the US for any employer

Preferred Qualifications

• Experience implementing EdTech, nonprofit, grants, scholarships, or other workflow-based SaaS products
• Experience working with software that supports complex application, review, award, or reporting workflows
• Experience building or improving implementation processes, playbooks, or methodologies
• Experience working in a startup or high-growth SaaS environment

What We'll Deliver
Tools & Resources

• Salesforce CRM for implementation tracking and client context
• ChurnZero for monitoring onboarding health and engagement
• Claude and other AI tools to accelerate configuration, documentation, testing, and training
• Clear implementation playbooks and processes
• Training on product features and best practices

Professional Development

• Implementation methodology and process training
• Scholarship and grant industry training
• Mentorship from experienced customer success team members
• Regular feedback and coaching
• Clear visibility into project and client metrics

Culture & Benefits

• Fast-paced, high-growth, mission-driven team
• Competitive pay and benefits package including:
• Medical, dental, and vision coverage
• 401(k) with company match
• Paid parental leave policy
• Flexible PTO
• And more!

Salary Range: $65,000 – $70,000

Our Mission
Our mission is to eliminate financial barriers to advancement by mobilizing philanthropic dollars to support students in need. Every day, we're working to connect capable students with the funding they need to reach their potential, and helping organizations create meaningful scholarship programs that change lives.
Equal Opportunity Employer
Kaleidoscope is an equal opportunity employer. We're committed to building a diverse team because varied perspectives help us better serve our customers, partners, and scholars from every background. We welcome applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.
Physical Demands
This is a hybrid role with an in-office component. While performing the duties of this role, the employee may be required to sit, stand, walk, bend, reach, use a keyboard, and occasionally lift or move up to 25 pounds. The employee must be able to communicate effectively in person and by telephone and perform the visual tasks required for the role.

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