Program Travel & Administrative Coordinator - Specialty Pharmacy

AscellaHealth • Berwyn, PA

1d

About The Position

AscellaHealth is seeking a Program Travel & Administrative Coordinator. This role is crucial for providing logistics support, arranging travel accommodations, and offering administrative support for patient services programs. The coordinator will work closely with the Program Care Director and Patient Nurse Navigators to ensure patients receive timely and compassionate logistical support for accessing care.

Requirements

• A high school diploma or equivalent is required.
• 1-2 years of experience in an administrative, customer service, patient services, or travel coordinator role.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel).
• Quick to learn new software and program-specific tools.
• Comfortable with data entry and maintaining accurate records in digital systems.
• Basic skills to run and format reports from Excel or program data systems.
• Knowledge of HIPAA and patient privacy standards, or willingness to complete required training upon hire.
• Ability to thrive in a fast-paced environment with constantly changing and competing priorities.
• Relentless attention to detail.
• Ability to be a creative self-starter and team player.
• Excellent written and verbal communication and interpersonal skills.
• Highly organized and dependable; consistently follows through on commitments and meets deadlines.
• Patient-focused with empathy and sensitivity toward individuals’ needs navigating complex healthcare situations.
• Ability to work effectively within established processes while identifying and communicating improvement opportunities to leadership.
• Handle confidential patient and program information with discretion and professionalism.
• Calm and adaptable under pressure; able to pivot quickly as patient or program needs evolve.
• Eagerness to learn and grow within a specialty healthcare environment.

Nice To Haves

• A college degree, Associate's or Bachelor's, is preferred.
• Experience working in healthcare, specialty pharmacy, patient support programs, or a similarly patient-facing environment is strongly preferred.
• Prior experience coordinating travel arrangements or logistics is a plus.
• Familiarity with travel booking or expense tracking systems is a plus.
• Experience with electronic health records (EHR), patient management platforms, or CRM tools is a plus.

Responsibilities

• Coordinate travel arrangements for patients and program participants, including transportation, lodging, and ancillary logistics as authorized under program guidelines.
• Book and confirm travel reservations (air, ground transport, hotel) using approved vendors and program-specific travel budgets.
• Communicate travel confirmations, itineraries, and instructions to patients and caregivers clearly and supportively.
• Monitor scheduled travel and proactively address any delays, cancellations, or changes, arranging alternative logistics as needed.
• Maintain accurate and complete records of all travel arrangements, confirmations, and expenditures in the program management system.
• Process travel reimbursement requests and expense documentation in accordance with program policies.
• Adhere to patient privacy requirements (HIPAA) and program-specific confidentiality standards.
• Liaise with the Program Team (program care director, patient nurse navigators, case managers, patient advocates, clinical staff) to align travel logistics with patient care schedules and needs.
• Support the coordination of group travel or event-based logistics for patient program activities.
• Serve as a first point of contact for patient and caregiver inquiries related to travel, escalating complex issues to the Program Care Director.
• Provide day-to-day administrative support to the Program Operations or Patient Services team, including data entry, document preparation, and filing.
• Maintain organized records within the program management system and shared drives, ensuring documentation is current, accurate, and audit-ready.
• Assist with scheduling meetings, preparing agendas, and distributing materials for internal program team meetings.
• Track program-related action items, deadlines, and follow-up tasks, providing status updates to the Program Manager.
• Prepare routine reports and summaries on travel activity, spend, and program metrics using program data systems and Excel.
• Assist with the intake and routing of patient inquiries, referrals, or program enrollment paperwork.
• Support onboarding of new program participants by preparing welcome packets, travel guides, or program materials.
• Coordinate with vendors, hotels, and transportation providers on service quality, billing questions, and account maintenance.
• Perform other administrative duties as assigned in support of program goals and patient services operations.

Benefits

• AscellaHealth provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED