Administrative Coordinator

About the role

Baystate Health, the largest healthcare organization in western Massachusetts and home to Baystate Medical Center, the area's only level-1 trauma center is looking for an Administrative Coordinator to join our experienced Heart and Vascular 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 or 8:30am-5:00pm
• 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!

Education: GED or HiSET (Required)

Pay and benefits

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