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We are seeking an experienced Automation Specialist Tech Virtual Assistant to deploy an integrated system combining ATS, CRM, Outreach, and a BI Dashboard. The ideal candidate will focus on automating manual processes to enhance operational efficiency. Strong analytical skills and experience with these platforms are crucial. You will collaborate with our team to streamline workflows and ensure seamless integration between systems. If you are a proactive problem-solver with a passion for automation, we want to hear from you! Below is the Implementation Plan: Cannabis Community College Automation and Growth Implementation Plan Objective: Deploy an integrated ATS plus CRM plus Outreach plus BI Dashboard system. Automate manual processes. Achieve the four-pillared automated growth framework within 60 days with milestones for the first 90 days. PHASE 1: Discovery and Audit (Week 1) Objective: Map current processes workflows and tech stack. Set clear requirements. Tasks and Deliverables: Workflow Audit: Document all current manual processes for student enrollment recruitment outreach onboarding and client appointment setting Tech Stack Inventory: List all existing tools and software including ATS CRM email platforms spreadsheets and more Requirements Matrix: Write detailed feature requirements for each pillar Access Prep: Collect all relevant platform logins admin access rights and API keys for current systems Stakeholder Calendar: Note management availability for feedback approvals and demo scheduling PHASE 2: Tool Selection and Procurement (Week 1 to 2) Objective: Research compare and acquire recommended tools with a focus on cost and features Tasks and Deliverables: Research Tools: Identify top choices for ATS CRM Outreach Automation and BI Dashboard using a product comparison matrix Final Recommendation: Present top two to three options for each tool category focusing on integrations cannabis compliance and pricing Set Up Accounts: Purchase and activate accounts document credentials for future reference PHASE 3: Systems Integration and Foundation Setup (Week 2 to 3) Objective: Set up initial tool integrations and automate core workflows Tasks and Deliverables: ATS Deployment: Configure the selected ATS such as Greenhouse JazzHR or HigherMe. Enable and test job board postings on Indeed LinkedIn and ZipRecruiter CRM Setup: Configure CRM such as HubSpot Zoho or Pipedrive. Set up lead and client pipelines Integration Automation: Use n8n or Zapier to connect ATS and CRM enabling two-way sync of applicants and client data Outreach Engine: Deploy campaign tools such as Instantly ai Apollo io or Mailshake. Link CRM for contact syncing Booking Portal: Set up Calendly or Book Like A Boss and integrate with CRM for self-service appointments PHASE 4: Workflow Automation and Talent Pipeline Activation (Week 4 to 6) Objective: Convert manual processes to automated sequences and begin applicant sourcing and nurturing Tasks and Deliverables: Automated Sequences: Create outreach workflows for new applicants including automated emails appointment setting and onboarding Pipeline Mapping: Document new process flows for onboarding temp staff tracking applicants and recruiting at high volume Metrics Definition: Specify KPIs for weekly dashboard including campaign creation time data discrepancies and loyalty liability Test Functionalities: QA all automations schedule test runs and simulate applicant journeys Reporting Setup: Enable automated weekly reporting and dashboard email delivery PHASE 5: Data Visualization and Performance Analytics (Week 7 and Beyond) Objective: Implement analytics dashboard and continuous optimization Tasks and Deliverables: BI Dashboard Build: Connect ATS CRM and Outreach systems to Power BI Tableau or Google Data Studio. Set up dashboards for lead flow conversion rates and channel attribution Segmentation Reporting: Automate weekly applicant and campaign segmentation reports Performance Analysis: Create dashboard widgets for marketing and sourcing efficiency and campaign ROI Quarterly Predictive Analysis: Schedule quarterly deep dives for campaigns and pipeline health Continuous Optimization: Build a feedback loop to review dashboard data and make process improvements monthly PHASE 6: Maintenance Training and Support Objective: Ensure sustainability user proficiency and support Tasks and Deliverables: Documentation: Write SOPs for all automated workflows. Map all integrations visually and in writing Training: Create how-to guides for ATS CRM automations and dashboard Slack Channel Setup: Create a dedicated Slack channel for management VA and technical support Weekly Review Calls: Schedule weekly or biweekly calls to discuss progress bug fixes and troubleshooting PHASE 7: Milestone Tracking and Evaluation (Day 90 and After) Objective: Validate promise of doubling meetings summarize ROI and plan next steps Tasks and Deliverables: Meeting Guarantee: Track and report on increase in client meetings compare to 2x guarantee Milestone Reporting: Document process ROI and tie monthly recurring revenue to automations Final Review: Present summary of changes outcomes achieved and recommendations for scale or optimization Checklist for Tech VA Execution Get all access document every workflow Research compare and procure tools for pillars Set up and integrate ATS CRM outreach and dashboard QA all processes Automate applicant sourcing and nurturing and launch booking portal Build analytics dashboards automate weekly and quarterly reporting Maintain SOPs provide training and support via Slack channel Track metrics and milestones deliver ROI and progress summary Deliverables include weekly dashboard segmentation reporting marketing analysis quarterly predictive analysis and a dedicated Slack channel for unlimited strategic support