Transportation Coordinator

The Transportation Coordinator is responsible for coordinating the daily transportation operations for individuals receiving Day Services and approved Home and Community-Based Services (HCBS) waiver transportation. This position maintains transportation routes, maintains transportation and fleet records, supports compliance and billing activities, and serves as the primary communication contact between drivers, program staff, participants, and families.

This position provides administrative and operational support to ensure transportation services are safe, efficient, person-centered, and compliant with Indiana Medicaid HCBS waiver requirements and agency policies. This position is non-supervisory and does not have responsibility for employee discipline, performance management, or budgeting.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Transportation Coordination

• Coordinate daily transportation schedules for Day Services and HCBS waiver transportation.
• Maintain recurring transportation schedules and update routes as needed.
• Communicate schedule changes to drivers, participants, families, and program staff.
• Coordinate vehicle assignments based on participant needs and vehicle availability.
• Notify the Day Services Manager of service disruptions or operational concerns.

Administrative Support

• Verify transportation authorizations prior to scheduling services.
• Maintain participant transportation records.
• Review driver trip documentation for completeness and accuracy.
• Prepare documentation to support billing.
• Maintain driver credential files, vehicle registrations, insurance, inspections, and maintenance records.

Fleet Support

• Schedule preventive maintenance and repairs.
• Maintain maintenance logs and mileage records.
• Track fuel usage and vehicle service schedules.
• Report vehicle concerns to the Day Services Manager.

Customer Service & Communication

• Serve as the primary contact for transportation-related questions.
• Respond to participant and family inquiries.
• Coordinate communication between transportation staff and Day Services staff.
• Assist in resolving scheduling concerns while escalating operational issues to the Day Services Manager.

Compliance and Quality Assurance

• Ensure transportation documentation complies with agency policies and Indiana HCBS waiver requirements.
• Assist with transportation audits and quality assurance activities.
• Report incidents, accidents, and concerns according to agency procedures.
• Support implementation of transportation policies and standard operating procedures.
• Maintain confidentiality in accordance with HIPAA and agency policies.

• Knowledge of person-centered service delivery.
• Understanding of Indiana HCBS waiver services and transportation requirements preferred.
• Strong attention to detail and accuracy.
• Ability to problem-solve and make sound decisions under pressure.
• Excellent interpersonal and conflict-resolution skills.
• Ability to maintain confidentiality and professional boundaries.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong organizational and planning abilities.
• Commitment to safety, compliance, and continuous quality improvement.

• High school diploma or GED required; associate degree preferred.
• Minimum of two years of experience in transportation coordination, scheduling, healthcare administration, human services, or a related field.
• Experience working with individuals with intellectual and developmental disabilities or other vulnerable populations preferred.
• Strong organizational and time-management skills.
• Excellent communication and customer service skills.
• Proficiency with Microsoft Office and electronic scheduling or record management systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Valid driver's license with an acceptable driving record.

• Valid driver’s license
• Reliable transportation
• Current car insurance
• Ability to pass a thorough background screening.
• Current CPR/First Aid certification, Medication Administration, CPI or the ability to obtain upon hire.
• Proof of a negative TB screen

• Person-Centered Service
• Communication
• Organization
• Adaptability
• Teamwork
• Accountability
• Customer Service
• Compliance
• Problem Solving
• Attention to Detail

• Ability to sit for extended periods while performing computer and telephone work.
• Ability to occasionally lift up to 25 pounds.
• Ability to enter and exit agency vehicles as needed.
• Ability to travel locally for meetings, training, or vehicle inspections.

This is a full-time hourly position, with variable scheduling, including evenings, weekends, holidays, and on-call hours as required.