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Ascension is seeking a highly organized, detail-oriented Program Operations, Portal & Reporting Coordinator to support the U.S. Department of Transportation’s Departmental Office of Human Resource Management Executive Coaching Program.

The individual will serve as an operational backbone for a Department-wide executive coaching program supporting Senior Executive Service members and other designated leaders across DOT’s 11 Operating Administrations.

The position is designed for a professional who excels at coordinating multiple participants, coaches, schedules, communications, records, digital workflows, and reporting requirements simultaneously while protecting highly sensitive information.

The ideal candidate combines program coordination, executive-level customer service, participant administration, digital portal/CRM administration, reporting, and document management skills with the maturity required to work in a confidential Federal leadership-development environment.

This individual should be comfortable operating independently within established procedures, anticipating administrative or scheduling problems before they affect participants, maintaining accurate records, coordinating with senior-level stakeholders, and ensuring that coaching activities move efficiently from intake through completion.

This is an Ascension-recommended support labor category developed to perform the substantial coordination, portal administration, communication, agreement-management, and reporting activities required by the PWS. DOT does not expressly prescribe a labor category with this title or designate this position as Key Personnel. The PWS expressly designates requirements for the Program Manager and coaching personnel.

2. Summary of the Contractor Role

The Program Operations, Portal & Reporting Coordinator supports the day-to-day administration and operational execution of Ascension’s Executive Coaching Program.

The position primarily supports:

• Task 2 — Coaching Intake, Matching, and Coordination
• Task 3 — Execute Coaching Agreements
• Task 7 — Program Communications and Marketing
• Task 9 — Prepare and Submit Coaching Status Reports
• Task 1 — Program Management and Administration, as supporting staff

The Coordinator will administer coaching requests; coordinate participant intake and coach-client matching; maintain coaching records and executed agreements; coordinate scheduling; manage information within the coaching platform or digital portal; assist with DOT-branded communications, outreach, onboarding, reminders, and resources; track coaching activity and hours; and assemble accurate monthly and annual program reports.

The PWS requires coaching requests to be received, reviewed, tracked, and routed; coaching assignments and engagement status to be maintained; executed coaching agreements to be documented; communications to be developed and maintained; and detailed monthly and annual coaching reports to be prepared.

Because this program supports SES members and other senior Department leaders, the successful candidate must demonstrate exceptional discretion, professionalism, responsiveness, accuracy, and judgment. The person must recognize that routine administrative information may involve sensitive executive development, assessment, participation, and coaching information.

The role is not an executive coach and does not require an ICF PCC or MCC credential. Instead, this individual enables the Program Manager and certified coaching team to perform efficiently by ensuring that program operations, information, scheduling, records, communications, and reporting remain controlled and accurate.

3. Key Business Problems This Position Helps Solve

The Coordinator helps Ascension and DOT prevent common program execution problems including:

• Delayed participant onboarding.
• Missed or improperly routed coaching requests.
• Slow coach-client matching.
• Scheduling conflicts involving senior leaders and coaches.
• Missing or incomplete coaching agreements.
• Inaccurate coaching-hour records.
• Inconsistent participant communications.
• Poor visibility into active, inactive, pending, completed, or re-enrolled engagements.
• Incomplete or inconsistent monthly reporting.
• Failure to identify clients who have not participated during established reporting periods.
• Fragmented information across emails, spreadsheets, calendars, and coaching systems.
• Unauthorized disclosure of confidential coaching or assessment information.
• Missed program milestones or reporting deadlines.

The position provides the operational discipline necessary for Ascension’s Program Manager to maintain visibility across a potentially large and scalable portfolio of executive coaching engagements.

4. Anticipated Day-to-Day Activities

The Program Operations, Portal & Reporting Coordinator will:

• RECEIVE coaching service requests submitted through the designated coaching platform, portal, system, or other approved intake method.
• REVIEW incoming requests for completeness and required participant information.
• PROCESS participant intake information according to established program procedures.
• ROUTE coaching requests to appropriate personnel for review and coach-client matching.
• COORDINATE coach-client matching based on participant needs, coach expertise, availability, developmental objectives, and Program Manager direction.
• TRACK pending, active, inactive, completed, cancelled, discontinued, and re-enrolled coaching engagements.
• MAINTAIN accurate participant, coach, engagement, scheduling, and status information within the approved coaching platform or digital portal.
• COORDINATE calendars and scheduling activities between coaches and coaching participants.
• MONITOR appointment status and identify scheduling or participation issues requiring follow-up.
• PREPARE onboarding instructions, welcome communications, reminders, follow-up communications, and other participant-facing materials.
• SUPPORT the development and distribution of DOT-approved coaching communications and program resources.
• COORDINATE coaching-program newsletters, information sessions, briefings, participant resources, and outreach activities.
• PREPARE Coaching Agreement packages using approved templates and required DOT language.
• OBTAIN and document completed Coaching Agreements prior to initiation of applicable coaching engagements.
• MAINTAIN executed Coaching Agreements and related documentation using appropriate document-management controls.
• TRACK coaching sessions and coaching hours delivered by participant and coach.
• RECONCILE coaching activity information against scheduling, portal, and coach-provided records before reporting.
• IDENTIFY participants who have not participated in a coaching session during required monitoring periods.
• MONITOR client-to-coach assignments, client re-enrollments, inactive engagements, and engagement completion status.
• COMPILE monthly coaching activity information for the Program Manager and COR.
• PREPARE draft monthly status reports containing the reporting elements required by the PWS.
• SUPPORT development of the Annual Coaching Summary Report.
• ANALYZE basic participation and engagement trends for inclusion in management reports.
• MAINTAIN organized program files, document repositories, reporting workbooks, trackers, templates, and communications.
• UPDATE program dashboards, SharePoint repositories, trackers, or other approved management tools.
• PROTECT confidential participant, assessment, leadership-development, and coaching information from unauthorized access or disclosure.
• VERIFY data quality and completeness before information is submitted to the Program Manager or DOT.
• ESCALATE scheduling problems, participation issues, data inconsistencies, missing documentation, risks, and other operational concerns to the Program Manager.
• SUPPORT preparation for kickoff meetings, program reviews, information sessions, and recurring status meetings.
• ASSIST the Program Manager with milestone tracking, task-order administration, action-item management, and general program coordination.
• MAINTAIN professional and responsive communications with coaches, participants, Ascension leadership, and authorized DOT personnel.

5. Systems, Tools, and Processes

The successful candidate should be able to work effectively with or quickly learn:

• Coaching platforms and digital participant-management portals.
• Microsoft 365.
• Microsoft Outlook.
• Microsoft Teams.
• Microsoft Excel.
• Microsoft Word.
• Microsoft PowerPoint.
• Microsoft SharePoint.
• Microsoft Forms.
• CRM or participant-management systems.
• Scheduling and calendaring platforms.
• Document repositories and controlled-access libraries.
• Basic reporting dashboards.
• Adobe Acrobat/PDF tools.
• Standard operating procedures and workflow documentation.
• Data-quality and record-validation processes.
• Version control and document-management practices.
• Confidential information and PII-handling procedures.

Experience with Power BI, Power Automate, SharePoint workflows, CRM platforms, or comparable reporting/automation technologies is particularly valuable but should be considered preferred rather than mandatory.