Project Specialist - Coaching - ADVISA

*Note: Must be based in the Indianapolis/Carmel, Indiana or surrounding areas*

POSITION SUMMARY 

The focus of this position is to build and oversee a scalable, efficient process to support the growth of our coaching practice as it expands alongside our programs and services 

This role will manage coaches, schedules, contracts, and follow-up while creating streamlined processes to ensure excellent execution. With a focus on data collection, analysis, and continuous improvement, this position will drive our coaching practices operational excellence and measurable impact. This role will collaborate cross functionally and engage with all members of the ADVISA Team.  

This position has the following focus areas: 

1. Operations and Coordination  
2. Process Design and Scalability  
3. Data-Driven Improvement  

RESPONSIBILITIES 

Operations and Coordination [40%] 

• 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 + external stakeholders 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  

Process Design and Scalability [30%] 

• 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 + business needs and expectations  

Data-Driven Improvement [20%] 

• 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  
• Collaborates 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 

A-Team [10%] 

Participate in team initiatives; examples include but are not limited to:  

• collaborating with colleagues to maximize opportunities to improve and grow 
• weekly Project Specialist alignment meetings  
• cross training and providing back up/overflow for project management in other functional areas 
• monthly A-Team Zoom meetings 
• mid-year and annual meetings 
• team meetings  

Benefits overview:

• Four-Day Summer Workweeks (Fridays off) – Enjoy extra time to recharge during the summer months.
• Healthcare Coverage – Generous company contributions, including up to 100% premium coverage for individuals.
• Comprehensive Benefits – Dental, Vision, 401(k), Life Insurance, $900 Health Savings Account (HSA) contribution.
• Performance-Based Bonuses – End-of-year rewards for your hard work and results.
• Flexible Time Off – Take time when you need it to maintain work-life balance.
• Paid Parental Leave – 12 weeks of fully paid leave to support growing families.
• Flexible Scheduling – Work when and where you’re most productive.
• Volunteer Time Off – Paid time to give back to your community with company-sponsored initiatives.