Open Partnership Opportunity
Seeking a Systems & Integration Partner
Grove Academic Performance Institute is an academic performance and test preparation business serving 100+ students across four programs in the Huntsville region. We use a proprietary diagnostic methodology to identify how students think under academic pressure and design targeted interventions that produce measurable score and academic improvement. We are in active rebrand and growth mode — and our technical infrastructure has reached the point where it needs a dedicated professional to maintain, extend, and integrate it.
What We Need
We are looking for an experienced no-code operations specialist or systems integrator to take ownership of our technical infrastructure as an ongoing partner — not a one-time project.
Our Current Tool Stack
AirtableMaster diagnostic database & operational pipeline (two interconnected bases)
TeachWorksBilling, scheduling & parent-facing portal (Growth plan)
TypeformFive active forms collecting diagnostic & assessment data
ZapierActive integrations between Typeform and Airtable
StripePayment processing via WPForms on our WordPress site
WPForms / WordPressFamily-facing enrollment forms
Google WorkspaceEmail, calendar & structured Shared Drive
NotionOperations & knowledge hub (currently in build)
Immediate Scope — First 60–90 Days
- 1Complete our screener Zap infrastructure — five remaining Zaps to build, plus an audit of the four already live.
- 2Refactor our cohort architecture — a ~90-minute focused build to make cohort tagging dynamic across formulas and Zaps so new cohorts onboard without manual edits.
- 3Build a TeachWorks → Airtable integration — our most critical bottleneck. Student IDs are currently extracted manually from URLs and typed into Airtable. The TeachWorks API is available on our plan; project brief is drafted and ready to execute.
- 4Build a Stripe → Airtable Payment record automation — currently every Stripe payment requires manual record creation in Airtable and manual credit-and-apply reconciliation in TeachWorks.
- 5Document everything — maintainable documentation so our Client Care Coordinator can be the operational steward, not the system builder.
- 6Website/Creative Partnership — collaborate with our team to streamline automations across our web presence.
Ongoing Scope — After Initial 60–90 Days
- Maintenance of all existing integrations as APIs and tools change
- New build work as the business grows — additional Zaps, new tables, new automations, new connections
- Strategic advisory on tool selection, plan tier decisions, and architectural choices
- Light support and training for our Client Care Coordinator as new workflows are added
- Eventual buildout of a unified operations dashboard
Who We're Looking For
Local to Huntsville (or willing to come to our office). We are deliberately seeking someone we can meet in person and build a long-term working relationship with, rather than a remote freelancer.
An independent consultant or principal of a small shop — not someone embedded at a larger firm. We want the work to receive their attention and judgment, not be passed to a junior.
Deeply experienced with Airtable and Zapier — three or more years working with these tools at a professional level. Bonus experience with TeachWorks, Typeform, or similar SaaS platforms.
Comfortable with a small-business client — at least three to five other small businesses in similar capacity-building roles. We are an academic institute with real client work happening every day; our partner needs to work around our actual operations.
An excellent communicator with non-technical people. Our coordinator will be the day-to-day point of contact. The ideal partner can teach as much as they build.
Interested in a long-term relationship. Tech evolves constantly — we don't want a build-and-leave engagement. We want a partner who knows our business and grows with it.
Engagement Structure
Option A — Project + Retainer
Project pricing for the initial 60–90 day scope, then transitioning to a monthly retainer for ongoing maintenance and new build work.
Option B — Hourly + Retainer
Hourly through the initial scope with a defined estimate and cap, then transitioning to a monthly retainer.
Compensation: Competitive market rate for an experienced no-code operations specialist in the Huntsville market. Discussed during our initial conversation.