Administrative Coordinator

Administrative Coordinator

Baystate Health, the largest healthcare organization in western Massachusetts and home to Baystate Medical Center (BMC), the areas only level 1 trauma center in Western Mass, is looking for an Administrative Coordinator to join our experienced Pulmonary/Critical Care and Endocrinology team in Springfield, MA.

Responsibilities: The Administrative Coordinator serves as a key communication and operational link across the departments and Baystate Health. You will provide high-level administrative and executive support to department leadership, including calendar management, meeting coordination, correspondence, presentations, reports, and special projects.

Key Responsibilities

• Coordinate complex meetings, agendas, materials, follow-up, and logistics for Directors, Chiefs, and managers.
• Manage confidential information and support compliance tracking, surveys, data collection, reporting, and process improvement initiatives.
• Develop and maintain complex Excel spreadsheets, reports, graphs, presentations, and other administrative materials.
• Serve as a professional liaison with executives, medical staff, employees, patients, external contacts, and departments throughout Baystate Health.
• Coordinate provider, physician, CRNA, and student onboarding, orientations, rotations, and related administrative activities where applicable.
• Maintain department records, filing systems, policies, procedures, newsletters, and other communications.
• Assist with department budgets, invoices, receipts, office supplies, equipment, and service contracts.
• Support tracking and reporting of provider compliance with safety education and other designated requirements.
• Identify operational challenges, recommend solutions, and communicate project progress, outcomes, and needs to leadership.
• Collaborate with administrative support colleagues and provide backup coverage as needed.
• Manage multiple projects simultaneously while maintaining accuracy, meeting deadlines, and bringing assignments to completion.

Schedule:

• Full-time
• Monday through Friday 8:00am-4:30pm
• No weekends, no holidays

Location:

• 759 Chestnut St.
• Springfield, MA

Qualifications:

• High School Diploma or GED, required
• Minimum of 3 years of administrative support in an office setting, preferably healthcare
• Proficient in Microsoft Office Suite
• Excellent organization, interpersonal, communication skills

The Advantages Of Working With Baystate!

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• First Time Home Buyers Financial Packages
• Farm Share Memberships
• 403b retirement company match & annual company contribution increase based on years of service
• Free money coach advice from a certified professional
• Wellbeing programs that include but are not limited to mental, physical, and financial health
• Pet, home, auto and personal insurance
• Life insurance
• Reimbursement for a variety of well-being activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!