Administrative Support Specialist | PACE Transportation

MIDLAND CARE CONNECTION INC•Topeka, KS

2d•Onsite

About The Position

Provides the administrative and clerical support needed to keep daily transportation operations running smoothly. This role helps ensure participants have reliable transportation to medical appointments, the PACE center, and other approved services by coordinating schedules, maintaining records, communicating with drivers and participants, and supporting the transportation team with day-to-day administrative tasks. The Administrative Support Specialist serves as a central point of communication between transportation staff, PACE participants, caregivers, and the interdisciplinary care team. Responsibilities typically include answering phones, scheduling and updating transportation requests, maintaining driver logs and vehicle records, preparing reports, processing paperwork, tracking documentation, entering data into electronic systems, and assisting with compliance requirements. This position also helps resolve scheduling conflicts, communicates changes to drivers and participants, and ensures transportation records are accurate, organized, and up to date. Success in this role requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities in a fast-paced healthcare environment while supporting the PACE mission of providing safe, reliable transportation for participants.

Requirements

High school diploma or equivalent required
Minimum of 2 years of administrative support, office coordination, or customer service experience
Experience scheduling appointments, coordinating calendars, or managing transportation logistics
Experience using Microsoft Office Suite (Word, Excel, Outlook) and electronic databases
Experience handling confidential information with professionalism and discretion
Excellent organizational and time management skills with the ability to prioritize multiple tasks
Strong verbal and written communication skills
Outstanding customer service skills with a compassionate, participant-focused approach
High attention to detail and accuracy in data entry and recordkeeping
Ability to work effectively in a fast-paced, team-oriented environment
Strong problem-solving skills and ability to adapt to changing transportation schedules
Ability to maintain confidentiality and comply with HIPAA and organizational policies
Proficiency with standard office equipment and computer software

Nice To Haves

Associate degree in Business Administration, Healthcare Administration, or a related field
Experience working in a healthcare, senior services, transportation, or PACE environment
Experience with transportation scheduling or dispatch software
Familiarity with electronic health records (EHR) or healthcare information systems
Experience supporting multiple departments or coordinating complex schedules
Knowledge of PACE regulations and participant-centered care
Understanding of medical transportation coordination and scheduling best practices
Bilingual communication skills (based on organizational needs)
Ability to analyze scheduling data and identify opportunities to improve efficiency
Experience preparing reports and tracking departmental performance metrics

Responsibilities

Answering phones
Scheduling and updating transportation requests
Maintaining driver logs and vehicle records
Preparing reports
Processing paperwork
Tracking documentation
Entering data into electronic systems
Assisting with compliance requirements
Resolving scheduling conflicts
Communicating changes to drivers and participants
Ensuring transportation records are accurate, organized, and up to date

Benefits

Health insurance options for employees and dependents
Dental, vision, and prescription drug plans
Flexible Savings Accounts (FSA) or Health Savings Accounts (HSA), with employer contributions
Paid Time Off (PTO), Personal and Taking Care of You Days
Holiday pay (six holidays per year)
403(b) ERISA Retirement Plan, match provided
Free group life and AD&D insurance of $20,000
On-site education center to provide professional development and CEU credits
Free Employee Assistance Program (EAP) for employees and dependents
Paid monthly volunteer time at non-profit organizations
Uniform Allowance Program