Project Specialist - Coaching

$50,000 - $55,000/Yr

Advisa - Carmel, IN

Full-time - Mid Level

Carmel, IN

Professional, Scientific, and Technical Services

About the position

The Project Specialist - Coaching role focuses on building and overseeing efficient processes to support the growth of the coaching practice at ADVISA. This position is responsible for managing coaches, schedules, contracts, and follow-up, while ensuring operational excellence through data collection and analysis. The role requires collaboration across teams to enhance the coaching practice's scalability and effectiveness.

Responsibilities

• Manage coaches, including scheduling, contracts, and ongoing communication.
• Coordinate all logistical aspects of the coaching practice to ensure smooth and timely delivery of services.
• Review statements of work and work directly with internal and external stakeholders to ensure completion of agreed-upon work.
• Oversee the scheduling process for coaching sessions, ensuring alignment with client and coach availability.
• Serve as the primary point of contact for coaching, addressing questions, resolving issues, and maintaining strong relationships.
• Ensure compliance with contractual agreements and organizational policies for all coaching engagements.
• Maintain accurate records of coaching activities, sessions, and follow up to support accountability and reporting.
• Proactively address operational challenges and implement solutions to ensure uninterrupted coaching delivery.
• Develop and implement a comprehensive system to manage and scale the coaching practice efficiently.
• Design processes that are easy to execute, track and adapt as the practice grows.
• Create workflows and tools to ensure consistency in scheduling, coach-client interactions, and follow up activities.
• Ensure scalability of operations by standardizing practices and integrating technology or automation where appropriate.
• Identify and address bottlenecks or inefficiencies to streamline operations and enhance client experience.
• Collaborate cross-functionally to ensure the systems align with client and business needs and expectations.
• Develop and implement systems to collect and track key data points across the coaching practice.
• Analyze data to identify trends, measure effectiveness and inform strategic decision-making.
• Identify business-critical reports that provide insights into coaching performance, utilization, and ROI for internal stakeholders and create reporting process.
• Collaborate with the Director of Coaching to determine key metrics and owns the collection and analysis of coaching data in order to build out reports.
• Gather data to monitor the performance and effectiveness of the coaching practice.
• Continuously evaluate systems and processes, refining them to meet evolving organizational goals and demand.
• Ensure accurate and secure management of all coaching-related data in compliance with organization and privacy standards.
• Participate in team initiatives, including collaborating with colleagues to maximize opportunities to improve and grow, project alignment meetings, cross training, and providing backup for project management in other functional areas.

Requirements

• Proven experience in project management or operations coordination.
• Strong organizational skills and attention to detail.
• Ability to analyze data and generate reports.
• Excellent communication and interpersonal skills.
• Experience in process design and improvement.

Nice-to-haves

• Familiarity with coaching practices and methodologies.
• Experience with data analysis tools and software.
• Knowledge of CRM systems and project management tools.

Benefits

• Four-Day Summer Workweeks (Fridays off)
• Healthcare Coverage with up to 100% premium coverage for individuals
• Comprehensive Benefits including Dental, Vision, 401(k), Life Insurance, and $900 HSA contribution
• Performance-Based Bonuses at the end of the year
• Flexible Time Off for work-life balance
• Paid Parental Leave of 12 weeks
• Flexible Scheduling to work when and where most productive
• Volunteer Time Off for community initiatives