Program Travel & Administrative Coordinator

Optime Care•Berwyn, PA

About The Position

Optime Care is seeking a Program Travel & Administrative Coordinator. This role is crucial for making a meaningful difference in patients' lives through thoughtful logistics support. The primary responsibilities include arranging travel accommodations and providing administrative support and coordination for patient services programs. Working closely with the Program Care Director and Patient Nurse Navigators, this role ensures patients and program participants receive timely, accurate, and compassionate logistical support, enabling access to 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).
Comfortable with data entry and maintaining accurate records in digital 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 and the ability to be a creative self-starter and team player.
Excellent written and verbal communication and interpersonal skills required.
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.
Quick to learn new software and program-specific tools.

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.
Basic skills to run and format reports from Excel or program data systems.

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 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 Optime Care Program Team and client-side 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 as needed.
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.
Assist with scheduling meetings, preparing agendas, and distributing materials.
Track program-related action items, deadlines, and follow-up tasks.
Prepare routine reports and summaries on travel activity, spend, and program metrics.
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.