[Hiring] Program/Participant Coordinator @Reveille Group

Role Description

The Participant and Program Coordinator will provide day-to-day operational support for an enterprise acquisition early-career and internship program serving approximately 10 to 25 participants. The coordinator will help deliver a consistent participant experience from pre-arrival and onboarding through learning, mentoring, rotational assignments, milestone tracking, feedback, reporting, and program completion.

The role works closely with program leadership, participating Divisions, supervisors, mentors, human resources officials, training providers, participants, and the contractor program team. The coordinator maintains accurate records, schedules, communications, and follow-up actions while promptly elevating risks. Authorized Government officials retain responsibility for hiring, personnel actions, performance ratings, certification determinations, and other inherently governmental decisions.

Key Responsibilities

• Coordinate participant pre-arrival and onboarding activities, including communications, checklists, orientation schedules, participant and supervisor guidance, materials, access dependencies, and completion follow-up.
• Maintain accurate participant rosters and baseline records containing organizational placement, supervisor, start date, program year, training requirements, developmental activities, milestones, and planned completion dates.
• Establish and maintain participant communication channels; respond to routine inquiries, distribute program announcements and reminders, and route policy, personnel, certification, or supervisory questions to authorized Government officials.
• Coordinate cohort meetings, orientations, workshops, speaker sessions, leadership engagements, peer-learning events, networking activities, mission briefings, capstone activities, and communities of practice.
• Manage program and cohort calendars, invitations, registration, attendance, materials, virtual or in-person logistics, meeting notes, action items, follow-up communications, and event records.
• Support creation and maintenance of Individual Development Plans or comparable developmental roadmaps, documenting required and recommended learning, assignments, mentoring, rotations, competencies, career and certification milestones, goals, and target dates.
• Coordinate mentor and mentee onboarding, guides, expectations, matching support, meetings, engagement tracking, pulse surveys, feedback, and follow-up actions in partnership with Government program leaders.
• Support rotational and developmental assignments by coordinating objectives, schedules, stakeholders, participant and supervisor communications, feedback, completion evidence, and outcome records.
• Maintain current participant progress records covering training completion, IDP milestones, mentoring, rotations, cohort participation, competency development, developmental assignments, feedback, program milestones, retention, and risk indicators.
• Apply Government-approved status criteria to help identify participants who are on track, at risk, or materially behind; document supporting information and promptly elevate concerns for Government review.
• For participants requiring attention, document the issue, contributing factors, Government notifications, agreed actions, owners, due dates, progress, and closure without performing supervisory or personnel-management functions.
• Administer onboarding, participant, supervisor, and mentor surveys; compile response data and comments; identify recurring themes; and support recommendations for improving the participant experience.
• Validate participant and program data, follow documented data definitions and update schedules, correct validated discrepancies, maintain version history, and provide accurate inputs to dashboards and reports.
• Prepare routine program status updates, participant summaries, meeting materials, monthly report inputs, milestone and risk reports, survey summaries, briefing content, and documentation supporting quarterly and annual program reviews.
• Track program commitments, deliverables, decisions, risks, issues, dependencies, and upcoming milestones; follow up with responsible parties and escalate schedule or operational concerns before they affect the cohort.
• Maintain program templates, procedures, contact lists, calendars, learning records, open-action logs, lessons learned, and transition materials in approved Government systems.
• Protect applicant and employee information and follow applicable federal privacy, information-security, records-management, system-access, and Section 508 accessibility requirements.
• Meet required service levels, including timely responses to participants and Government stakeholders, participant-record updates, at-risk escalations, data corrections, and meeting documentation.

Qualifications

• At least 3 years of professional experience in program coordination, participant services, cohort management, workforce development, training administration, internship or fellowship support, employee development, or a related field.
• Bachelor's degree in public administration, human resources, business, education, communications, organizational development, or a related field; equivalent relevant experience may be considered.
• Demonstrated experience coordinating onboarding, orientations, meetings, events, learning activities, or participant programs with multiple stakeholders and deadlines.
• Experience maintaining rosters, schedules, participant records, milestone trackers, action logs, survey data, status reports, or comparable operational records.
• Strong organizational and follow-through skills, including the ability to manage concurrent activities, changing priorities, dependencies, and time-sensitive participant needs.
• Excellent written and verbal communication skills, professional judgment, attention to detail, and a service-oriented approach to participant and stakeholder support.
• Ability to recognize and escalate risks without making commitments or decisions reserved for Government supervisors, human resources officials, or program leadership.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and SharePoint or comparable collaboration and document-management platforms.
• Experience with a learning-management system, CRM, applicant-tracking system, survey platform, event-management tool, dashboard, or comparable program technology.
• Ability to handle participant, applicant, employee, and program information with discretion and comply with applicable privacy, security, accessibility, records, and system-access requirements.
• Ability to satisfy all applicable federal suitability, onboarding, confidentiality, and information-handling requirements for the assignment.

Preferred Experience and Qualifications

• Experience supporting a federal agency, government contractor, acquisition workforce initiative, internship program, fellowship program, or other structured early-career program.
• Familiarity with federal workplace practices, acquisition career development, certification milestones, or the boundaries between contractor support and Government personnel decisions.
• Experience coordinating mentoring programs, rotational assignments, individual development plans, cohort learning, or professional-development activities.
• Experience compiling participant metrics, administering surveys, performing quality checks, and contributing to dashboards or recurring management reports.
• Familiarity with Section 508 accessibility and plain-language practices for participant-facing materials.