Admin Coordinator - Behavioral Health

Baystate Noble Hospital; Springfield (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

Baystate Noble Hospital is seeking an Administrative Coordinator to manage third-year medical student rotations, schedule clinical activities, and administer educational content via Canvas. The role also supports Adult and Child Outpatient Behavioral Health Programs, ensuring smooth operations and timely communication across multiple stakeholders.

As a primary administrative liaison, you will coordinate with Program Directors, faculty, students, and department leadership, handling calendars,

Responsibilities

• 1) Charged with the management and scheduling of meetings and calendars for the department leaders including all Directors/Chiefs of Divisions and managers where applicable. Coordination and preparation of meeting materials including follow-up and confirmation of meeting details and agendas.
• 2) Responsible for the timely tracking, collecting and preparation of highly confidential information appropriately and professionally. Projects include but are not limited to tracking and meeting preparation, survey distribution, collection and reporting of data where applicable, using complex formulas, macros and calculations in Excel, and compliance tracking/reporting initiatives, while identifying/reporting gaps in process. Offering solutions to identified problems and synthesizing processes.
• 3) Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a highly professional and efficient manner to obtain or relay information, arrange meeting, gather data, etc. Receives and screens visitors and telephone calls and responds to general inquiries or routes to appropriate personnel.
• 4) Executes the coordination and scheduling of rotations with the department where applicable. Acts as the liaison between educational program directors and the department. Additionally participates and coordinates orientations for allied health students completing clinical rotations where applicable.
• 5) Synthesizes, maintains, and revises record-keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.
• 6) Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices fo

Job description

The Administrative Coordinator is responsible for coordinating third-year medical student rotations, managing clinical schedules and curriculum calendars, administering educational content through Canvas, maintaining attendance records, and serving as the primary administrative liaison between Program Directors, faculty, students, and departmental leadership.

The position also provides administrative support for both the Adult and Child Outpatient Behavioral Health Programs, ensuring continuity of operations, timely communication, and accurate scheduling across multiple stakeholders.

The coordinator supports required medical student education activities and clerkship administration.

Summary:

This position reports to the Manager. Provides a wide range of administrative and executive level support to Department. Works with direction and little to no supervision, as projects mature.

This position performs various administrative duties. The Admin Coordinator assists the department leadership in the general handling of his/her activities. This is accomplished by acting as administrative coordinator and communications link with Baystate Health and department personnel, other departments, clients, patients, and other outside contacts. This includes a good general knowledge of the Department's business, organization, people, policies, procedures, and structure, and enough resourcefulness and self-confidence to ensure effective and efficient communications and operational activities. Inquisitiveness, emotional intelligence, and flexibility are beneficial qualities because of the general nature of the position and the diverse missions of the Department. Must be highly self-directed; possess strong organization skills, including the ability to handle multiple, simultaneous projects with shifting responsibilities and priorities independently and in a team environment. Must have strong customer service skills and must have excellent communication skills both orally and in writing. Must be flexible and able to adapt to quickly changing priorities. Responsible for reporting local/departmental/system challenges and outcomes to manager and leadership and seeking support in a timely manner.

This position will also support other leaders in the Department, including all Directors / Chiefs of Divisions, and managers. This position answers inquiries concerning department activities, operations, policies and procedures with support from the manager as appropriate. Incumbent provides the highest level of secretarial, clerical, and administrative support services to the department leadership including maintaining internal and external contacts, maintaining the calendar, preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. Assumes responsibility and brings focused attention to issues and inquiries received with support and report out to leadership and team members when appropriate. Duties require a thorough knowledge of department responsibility to gather data and prepare reports, answer correspondence, conduct projects, etc. Collaborates with other support staff and provides back up coverage to others as needed.

Job Responsibilities:

1. 1) Charged with the management and scheduling of meetings and calendars for the department leaders including all Directors/Chiefs of Divisions and managers where applicable. Coordination and preparation of meeting materials including follow-up and confirmation of meeting details and agendas.
2. 2) Responsible for the timely tracking, collecting and preparation of highly confidential information appropriately and professionally. Projects include but are not limited to tracking and meeting preparation, survey distribution, collection and reporting of data where applicable, using complex formulas, macros and calculations in Excel, and compliance tracking/reporting initiatives, while identifying/reporting gaps in process. Offering solutions to identified problems and synthesizing processes.
3. 3) Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a highly professional and efficient manner to obtain or relay information, arrange meeting, gather data, etc. Receives and screens visitors and telephone calls and responds to general inquiries or routes to appropriate personnel.
4. 4) Executes the coordination and scheduling of rotations with the department where applicable. Acts as the liaison between educational program directors and the department. Additionally participates and coordinates orientations for allied health students completing clinical rotations where applicable.
5. 5) Synthesizes, maintains, and revises record-keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.
6. 6) Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices fo