Administrative Support Specialist | PACE Transportation

MIDLAND CARE CONNECTION INC; Topeka (KS); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance options

Dental, vision, prescription plans

PTO and holidays

403(b) ERISA retirement plan

Life and AD&D insurance

Job summary

Midland Care Connection Inc. in Topeka, KS, is seeking an Administrative Support Specialist to ensure reliable transportation for older adults and seriously ill participants.

You will coordinate schedules, maintain records, assist drivers and the care team, prepare reports, and support day-to-day administrative tasks in a HIPAA-aware environment. Ideal candidates bring 2+ years of admin experience, strong organizational and communication skills, and proficiency with Microsoft Office and

Qualifications

• High school diploma or equivalent.
• Minimum of 2 years of administrative support experience.
• Experience scheduling appointments or coordinating calendars.
• Proficiency with Microsoft Office Suite and electronic databases.
• Ability to handle confidential information with discretion.
• Strong organizational and time management skills with multitasking ability.
• Excellent verbal and written communication skills.
• Outstanding customer service with a participant-focused approach.
• Attention to detail and accuracy in data entry and recordkeeping.
• Ability to work in a fast-paced, team-oriented environment.
• Strong problem-solving skills and adaptability to changing schedules.

Responsibilities

• Coordinate daily transportation scheduling and dispatch activities.
• Communicate with drivers, participants, and the interdisciplinary team.
• Maintain driver logs and vehicle records; prepare reports.
• Enter and manage data across electronic systems; ensure documentation is complete.
• Assist with compliance requirements and HIPAA-related practices.
• Support transportation team with day-to-day administrative tasks.
• Resolve scheduling conflicts and communicate changes promptly.

Skills

Administrative support

Scheduling

Office software

Confidential data handling

Organization & time management

Communication skills

Customer service

Data entry

Problem-solving

Team collaboration

Education

Associate degree in Business Administration

Associate degree in Healthcare Administration

Tools

Microsoft Office Suite

Electronic databases

Transportation scheduling software

EHR familiarity

Job description

Administrative Support Specialist

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.

Job Location: Topeka, KS 66614. Position Type: Full Time. Job Shift: Day.

Responsibilities

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. It serves as a central point of communication between transportation staff, PACE participants, caregivers, and the interdisciplinary care team. Responsibilities 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. The position also helps resolve scheduling conflicts, communicates changes to drivers and participants, and ensures transportation records are accurate, organized, and up to date.

Qualifications

Required Qualifications

• 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 Qualifications

• 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

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

Apply today and help coordinate safe, reliable transportation for older adults and seriously ill individuals. Join Midland Care and play an important role in ensuring participants receive the support they need every day.

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