Contract and Administration Coordinator

1100 Baystate Administrative Svc.; United States; Hybrid; USD 61,000 - 66,000; Full time

Job summary

Public Health Institute of Western Massachusetts (PHIWM) is seeking a Contracts and Administration Coordinator to support contract facilitation and administrative operations across the organization. The role involves coordinating with internal teams and external partners to ensure proper edits, sign-offs, and timely reporting in a dynamic public health environment.

The position is full-time with a hybrid work setup in Springfield, MA, requiring 2–3 days on-site.

Qualifications

• Bachelor’s degree or equivalent experience in contract administration.
• Experience with health equity principles is a plus.
• Excellent verbal and written communication skills required.

Responsibilities

• Assist in contract facilitation and follow-up with internal and external partners.
• Serve as primary contact for administrative office duties, including staff and board meetings.
• Prepare status reports on projects as needed.
• Identify and coordinate project logistics and scheduling needs.
• Analyze results and lessons learned at project completion and seek guidance as needed.
• Monitor office program systems and metrics to meet changing needs.
• Assist in updating internal administrative procedures.
• Collaborate with office staff across teams and suggest process improvements for efficient management.
• Assist Executive Director as needed.

Skills

Verbal & Written Communication

Interpersonal Skills

Organizational Skills

Contract Administration

Resource Management

Education

Bachelor’s Degree or equivalent work experience in contract administration

Tools

Microsoft Office Suite (Word, Excel, Teams, SharePoint)

Job description

Public Health Institute of Western MA is seeking a full-time Contracts and Administration Coordinator. Are you looking to join a group of hard-working people who are trying to change the world? Are you passionate about racial equity, social determinants of health, political policy that drives real change? Come work for a small but mighty organization. We are growing and hope you will grow with us. As part of the National Network of Public Health Institutes, The Public Health Institute of Western Massachusetts (PHIWM) provides skills, expertise and experience to create successful public health campaigns and sustainable system changes to improve health and well-being in Western MA. Through partnerships, we build on community assets and build community capacity to positively impact social determinants of health. Our services include Research and Assessment, Coalition-Building, Program Evaluation and Health Policy Development. PHIWM is a 501 (c) (3) nonprofit with a 20-member Board of Directors and relies on state, federal and private grants and contracts. PHIWM has a management service agreement with Baystate Health for Human Resources, Payroll and IT services. Therefore, applicants should apply through Baystate Health.

Responsibilities

Reports to and works closely with the Director of Financial Operations to assist in contract facilitation and proactive follow-up ensuring proper edits and sign-offs with both internal and external partners.

Acts as primary contact for administrative office duties, including assistance with staff and board meetings.

Prepare all necessary status reports on projects as needed.

Identify and coordinate project logistics and scheduling needs.

Analyze results and lessons to be learned at completion of projects and seek advice when needed.

Monitor office program systems and metrics for ongoing projects to meet changing needs and requirements.

Assist Financial Operations Director in updating internal administrative procedures.

Communicate and collaborate with office staff across teams and recommend new processes in support of efficient and accurate management and administration of office systems.

Assist Executive Director as needed.

SCHEDULE:

Full-time 8:30am-5:00pm, flexible scheduling based on candidate preference Monday through Friday

LOCATION:

1350 Main St. Springfield, MA

Hybrid work Opportunity- requires at least 2-3 days on-site

QUALIFICATIONS:

• Bachelor’s Degree or equivalent work experience in areas related to contract administration.
• Knowledge and/or openness to learning health equity principles.
• Experience with various contract types such as revenue contracts, subcontracts, consultants, data-sharing agreements, non-disclosure agreements, media releases and permission slips
• Excellent verbal and written communication skills.
• Excellent management of resources, excellent computer skills
• Strong interpersonal skills and ability to work effectively with others across the organization.
• Strong organizational skills with attention to detail.
• Experience with Microsoft applications such as Word, Excel, Teams, and Sharepoint.

Salary Range:

$61,000 - $66,000 contingent on experience

Education:

Bachelors Degree (Required)

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 $60,944.00 - $70,054.00 - $82,846.00

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