Administrative Support Specialist | PACE Transportation

Midland Care Connection, Inc.; Topeka (KS); On-site; USD 33,000 - 42,000; Full time

Benefits offered by this job

Health insurance

PTO and holiday pay

Retirement plan (403b)

Employee Assistance Program

Job summary

Midland Care Connection, Inc. is seeking an Administrative Support Specialist to ensure reliable transportation for PACE participants.

You will coordinate schedules, maintain records, intake documentation, and communicate with drivers, participants, and the interdisciplinary care team. The role requires strong organizational skills, multi-tasking, and excellent customer service in a fast-paced healthcare environment.

Qualifications

• Required: High school diploma or equivalent.
• Minimum of 2 years of administrative support or office coordination experience.
• Experience scheduling appointments or managing transportation logistics.
• Experience using Word, Excel, Outlook and electronic databases.
• Ability to handle confidential information with professionalism and discretion.
• Excellent organizational and time management skills.
• Strong verbal and written communication and customer service skills.
• Ability to work in a fast-paced, team-oriented healthcare setting.

Responsibilities

• Answer phones and act as central point of communication between staff, participants, caregivers and the care team.
• Schedule and update transportation requests, coordinate calendars and ensure timely rides to appointments and PACE center.
• Maintain driver logs and vehicle records; prepare reports and process paperwork.
• Track documentation and enter data into electronic systems; assist with compliance requirements.
• Resolve scheduling conflicts and communicate changes to drivers and participants.
• Support transportation team with day-to-day administrative tasks and maintain organized records.

Skills

Office coordination

Scheduling transportation

Microsoft Office

Communication skills

Data entry

Customer service

HIPAA compliance

Education

Associate degree in Business Administration or related field

High school diploma or equivalent

Tools

Microsoft Office Suite

Electronic databases

Transportation scheduling software

Job description

Overview

Midland Care Connection is a not-for-profit, community-based organization dedicated to helping older adults and seriously ill individuals stay independent and supported in their homes. Established in 1978, we offer a full continuum of care, including hospice, palliative care, home health, grief and loss counseling, and our signature PACE (Program of All-Inclusive Care for the Elderly) program. Our mission centers on "meeting individual needs through innovative care solutions," and we serve people across multiple counties in northeast Kansas.

PACE Program

The PACE (Program of All-Inclusive Care for the Elderly) program is designed to help older adults remain safely in their homes rather than entering nursing facilities. It provides complete medical care, rehabilitation, medications, transportation, social services, and supportive therapies—all coordinated by an interdisciplinary care team. Participants receive personalized care plans tailored to their unique needs, along with access to a PACE center for social activities, meals, and clinical services. By integrating medical and supportive care under one program, PACE helps seniors maintain independence, improve quality of life, and continue living in their communities with dignity.

Administrative Support Specialist

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.

Qualifications

Required

• 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

Preferred

• 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

What’s in it for you?

• 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

Apply Today

Every ride you help coordinate makes a difference in the life of a PACE participant. If you\'re organized, detail-oriented, and passionate about providing exceptional customer service, we\'d love to have you on our team. Join Midland Care and play an important role in ensuring older adults receive safe, reliable transportation to the care and services they depend on every day. Apply today and become part of a mission-driven organization that\'s dedicated to helping people live with dignity, independence, and compassion.

Midland Care Connection is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.