Workflow Automation Specialist for Application & Participant Management System

Less than 1 month, Less than 30 hrs/week United States only We are a small nonprofit organization seeking an experienced workflow automation / no-code specialist to design and implement a streamlined application, participant management, communication, and data-tracking system for one of our programs. We already use several platforms, including WordPress, Typeform, Zapier, Mailchimp, and Calendly. Our priority is to maximize the tools we currently have rather than adding unnecessary new subscriptions. We are looking for someone who can take our desired process and design, build, automate, test, and document the workflow, while coordinating directly with our website professional when needed. What We Want the System to Do Create a seamless online application process accessible through our website and QR codes Automatically send applicants a confirmation after an application is submitted Notify designated staff/team members when new applications are received Create a centralized database of applicants and participants Track applicants through stages such as application received, under review, follow-up needed, accepted/selected, not selected, and participant/alumni Build an ongoing contact database so individuals can receive future program opportunities and communications, where appropriate and with proper consent Segment contacts for targeted emails and announcements Automate reminders, follow-up communications, and other routine messages Make application information easily accessible to appropriate team members/reviewers Provide basic reporting, such as number of applicants, location, program interest, and application status Reduce manual administrative work as much as practical Contractor

Responsibilities Review our current technology and recommend how to best use what we already have Design the overall workflow Build and test the automations Integrate Typeform, Zapier, Mailchimp, WordPress, and other existing tools as appropriate Coordinate directly with our website professional on technical website needs Make the system simple enough for staff to manage after implementation Provide basic documentation and staff training Ensure that all accounts, automations, data, and system access remain under the organization's ownership and control Timeline Quick turnaround is important. Our goal is to have the initial application workflow live, tested, and operational within approximately 2 to 3 weeks, with additional enhancements implemented in later phases if necessary. Ideal Experience We are particularly interested in someone with experience in: Typeform Zapier WordPress Mailchimp No-code workflow automation CRM/database design or participant management systems Application or intake workflows Nonprofit, education, youth development, fellowship, grant, or similar application-based programs When Responding Please include: Examples of similar systems or workflows you have built Your experience with our current platforms How you would approach this project Your availability and ability to meet the quick turnaround Estimated project cost or number of hours Any initial recommendations based on the description above