Campus Recreation Management System Implementation Consultant

Campus Recreation Management System Implementation Consultant

Client: Virginia Commonwealth University (VCU)
Location: Richmond, Virginia, USA
Work Model: To be confirmed; implementation may require on-site assistance, with remote access for certain activities
Employment Type: Contract / Project-Based
Opportunity: Campus Recreation Management Solution Implementation
Contract Term: Expected 2 years, with up to three additional one-year renewals

Job Summary

We are seeking an experienced Campus Recreation Management System Implementation Consultant to support the deployment, configuration, integration, and ongoing operation of a comprehensive web-based recreation management platform for Virginia Commonwealth University.

The solution will support approximately 50 workstations across five facility locations, along with remote access for full-time staff. The consultant will coordinate implementation activities, data migration, system configuration, integrations, testing, user training, go-live support, and ongoing technical support to ensure that the platform meets the University's operational and technical requirements.

The ideal candidate will have experience implementing recreation management, membership management, facility management, campus operations, or comparable enterprise software solutions, preferably in higher education.

Key Responsibilities

• Lead or support the implementation of a web-based campus recreation management system.

• Coordinate project planning, implementation schedules, milestones, resources, and deliverables.

• Configure membership management, membership renewals, guest passes, family accounts, and member profiles.

• Implement program registration, class scheduling, attendance tracking, waitlists, waivers, and participant management.

• Configure facility reservations, locker rentals, equipment checkout, and facility booking workflows.

• Support payment processing, invoicing, receipts, refunds, and applicable financial workflows.

• Coordinate access-control integration with turnstiles, barcode readers, check-in systems, and related devices.

• Plan and execute data migration, data validation, testing, and reconciliation.

• Support integration with Ellucian Banner, VCU Single Sign-On (SSO), LDAP, institutional websites, APIs, and other applicable systems.

• Evaluate and support payment integration requirements, including FreedomPay where applicable.

• Configure reporting and analytics for memberships, facility usage, lockers, equipment, program registrations, attendance, and revenue.

• Support web portal and mobile application functionality, including online registration, membership purchases, renewals, guest passes, and check-in.

• Conduct system testing, user acceptance testing, defect resolution, and go-live readiness reviews.

• Develop user guides, technical documentation, training materials, and standard operating procedures.

• Deliver training and provide on-site implementation assistance where required.

• Coordinate post-launch support, troubleshooting, maintenance, software updates, and release management.

• Follow applicable data privacy, cybersecurity, payment security, and accessibility requirements.

• Collaborate with university staff, IT teams, recreation operations personnel, vendors, and other project stakeholders.

Required Skills

• Campus Recreation Management Software Implementation

• Enterprise Software Implementation and Configuration

• Project Management and Implementation Planning

• Requirements Gathering and Business Process Analysis

• Data Migration and Data Validation

• System Integration and Interoperability

• API Integration and Secure Data Exchange

• User Acceptance Testing (UAT) and Quality Assurance

• Membership and Program Registration Systems

• Facility Booking and Reservation Management

• Payment Processing and Financial System Integration

• Access Control and Check-In System Integration

• Reporting, Analytics, and Dashboard Configuration

• User Training and Technical Documentation

• Troubleshooting and Production Support

• Stakeholder Communication and Vendor Coordination

Technical Skills

Candidates should demonstrate relevant experience with the technologies and capabilities applicable to their assigned responsibilities:

• Web-based SaaS applications and cloud-hosted platforms

• Ellucian Banner integration or student information system integrations

• Single Sign-On (SSO), LDAP, and identity management

• REST APIs and data exchange protocols

• Payment gateways and PCI DSS compliance

• Turnstiles, barcode readers, proxy readers, and access-control devices

• Website and mobile application integrations

• Database management, data import/export, and migration tools

• Security monitoring, vulnerability management, patching, and incident response

• System configuration, release management, and version control

• Reporting tools and data analytics

Required Qualifications

• Demonstrated experience implementing, configuring, or supporting enterprise software applications.

• Experience managing software deployment activities, data migration, system integrations, testing, and go-live support.

• Ability to gather requirements and translate operational needs into system configurations and workflows.

• Strong problem-solving, analytical, documentation, and communication skills.

• Experience coordinating with technical teams, business users, vendors, and project stakeholders.

• Ability to manage multiple implementation activities and meet agreed project milestones.

• Understanding of data protection, access controls, application security, and secure data handling.

Preferred Qualifications

• Experience implementing campus recreation, fitness center, membership management, leisure management, or facility management software.

• Previous experience working with universities, colleges, or similarly complex multi-location organizations.

• Experience with Ellucian Banner, SSO, LDAP, FreedomPay, or comparable enterprise integrations.

• Experience with turnstile access systems, barcode check-in, facility booking, and equipment management.

• Knowledge of FERPA, PCI DSS, Section 508 accessibility requirements, and higher education vendor security assessments, as applicable to the solution.

• Experience supporting SOC 2 Type II, HECVAT, ISO 27001, or comparable security documentation and assessments.

• Experience delivering on-site training and post-implementation technical support.

Project Deliverables

The consultant may be responsible for supporting the following deliverables:

• Project implementation plan, schedule, and milestones.

• Requirements documentation and system configuration.

• Data migration and validation reports.

• Integration configuration and testing documentation.

• System testing and user acceptance testing results.

• Training materials, user guides, and administrator documentation.

• Go-live plan and early-life support.

• Support procedures, maintenance documentation, and release communications.

• Project status reports and implementation handover documentation.