Ascension LLC is seeking a Program Coordinator (Mid-Level) to serve as a key execution lead supporting the planning, coordination, and delivery of ten (10) Regional Pedestrian Safety Summits for the National Highway Traffic Safety Administration (NHTSA).

This role is critical to ensuring the successful end-to-end execution of high-visibility national safety initiatives, directly contributing to NHTSA’s mission to reduce pedestrian fatalities and improve roadway safety outcomes. The ideal candidate is a highly organized, detail-oriented, and proactive professional with experience managing logistics, coordinating stakeholders, and supporting large-scale events or federal programs.

This position is ideal for candidates with strengths in program coordination, stakeholder engagement, logistics management, and communications, who thrive in fast-paced, multi-stakeholder environments.

Position Summary

The Program Coordinator will support planning, scheduling, logistics coordination, and execution of regional summits, ensuring alignment with NHTSA requirements, timelines, and stakeholder expectations.

The role involves managing event logistics, communications, materials development, and coordination with federal staff, regional partners, and external stakeholders. The Program Coordinator will play a central role in ensuring that each summit is delivered efficiently and meets program objectives.

The ideal candidate will:

• Be highly organized and capable of managing multiple priorities simultaneously
• Demonstrate strong communication and stakeholder coordination skills
• Be proactive in identifying risks and developing solutions
• Be comfortable working in an evolving, fast-paced federal program environment

This role directly supports requirements such as summit logistics, stakeholder coordination, planning outlines, and execution support .

Key Responsibilities / Day-to-Day Activities

• Coordinate logistics for all ten (10) regional summits, including scheduling, venues, travel, and materials
• Develop and maintain detailed project schedules, timelines, and milestone tracking tools
• Support preparation of summit planning outlines, including agendas, locations, and logistics details
• Manage stakeholder communications, including invitations, follow-ups, and coordination with NHTSA Regional Offices and partners
• Coordinate travel logistics such as hotel blocks, transportation, and venue arrangements
• Assist in development of marketing and communication materials (flyers, emails, registration content)
• Track deliverables and ensure alignment with project milestones and reporting requirements
• Support coordination and execution of kickoff meetings, monthly updates, and stakeholder briefings
• Maintain documentation, meeting notes, and action trackers
• Support post-event reporting by gathering logistics data, participant feedback, and coordination inputs
• Identify risks or scheduling conflicts and proactively propose solutions
• Ensure compliance with federal requirements and client expectations