Administrative Coordinator

100 Baystate Medical Center; United States; On-site; USD 46,000 - 62,000; Full time

Benefits offered by this job

Excellent compensation

Comprehensive insurance options

Generous PTO up to 25 days

Job summary

Baystate Health in Springfield, MA, is seeking an Administrative Coordinator to support the Pulmonary/Critical Care and Endocrinology teams. The role focuses on high-level administrative duties, calendar management, and project coordination to ensure efficient department operations.

You will interact with executives, medical staff, and departments, contributing to compliance tracking, reporting, and process improvements while managing multiple projects and deadlines.

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 and interpersonal/communication skills.

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 liaison with executives, medical staff, employees, patients, external contacts, and departments throughout Baystate Health.
• Coordinate onboarding and orientations for providers, physicians, CRNAs, and students where applicable.
• Maintain department records, filing systems, and communications.

Skills

Administrative support

Communication

Organization

Interpersonal skills

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

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.

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.

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.

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

SCHEDULE:

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

LOCATION:

759 Chestnut St. Springfield, MA

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!
• Wellbeing programs that include but are not limited to mental, physical, and financial health.

EDUCATION:

• GED or HiSET (Required)

CERTIFICATIONS:

Certifications: Compensation Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees. Minimum - Midpoint - Maximum $21.95 - $25.22 - $29.82

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

About Baystate Health

Baystate Health (BH) is one of New England’s leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and a net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals and the Baystate Mary Lane Outpatient Center in Ware: Baystate Medical Center in Springfield Baystate Children’s Hospital (located at Baystate Medical Center) Baystate Franklin Medical Center in Greenfield Baystate Wing Hospital in Palmer Baystate Noble Hospital in Westfield