Program Travel & Administrative Coordinator

Requirements

• The Job Details
• Program Travel Coordination
• Coordinate travel arrangements for patients and program participants in support of clinical programs, 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; ensure all arrangements align with program eligibility and reimbursement criteria.
• Communicate travel confirmations, itineraries, and instructions to patients and caregivers in a clear, supportive, and accessible manner.
• Monitor scheduled travel and proactively address delays, cancellations, or changes; arrange alternative logistics as needed to minimize disruption to patient appointments or program activities.
• 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; flag discrepancies for supervisor review.
• Adhere to patient privacy requirements (HIPAA) and program-specific confidentiality standards in all travel-related communications and documentation.
• Liaise with Optime Care Program Team including program care director, patient nurse navigators, as well as the case managers, patient advocates, and clinical staff on the client side to align travel logistics with patient care schedules and needs.
• Support the coordination of group travel or event-based logistics for patient program activities, as directed.
• Serve as a first point of contact for patient and caregiver inquiries related to travel; escalate complex issues to the Program Care Director.
• Administrative Support
• 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; ensure 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; provide 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 as needed.
• 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.
• Necessary Skills, Education & Abilities
• A high school diploma or equivalent is required. A college degree, Associate's or Bachelor's, is preferred.
• 1-2 years of experience in an administrative, customer service, patient services, or travel coordinator role.
• 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; willingness to learn required systems is essential.
• Experience with electronic health records (EHR), patient management platforms, or CRM tools is a plus.
• 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 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 t

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