Admin Coordinator - Behavioral Health

Baystate Health•Springfield, MA

About The Position

The Admin Coordinator provides broad administrative and executive-level support to the department, including coordinating third-year medical student rotations, managing clinical schedules and curriculum calendars, administering educational content through Canvas, maintaining attendance records, and serving as an administrative liaison among Program Directors, faculty, students, departmental leadership, and other stakeholders. The position also supports the Adult and Child Outpatient Behavioral Health Programs and required medical student education and clerkship activities, helping ensure continuity of operations, timely communication, and accurate scheduling. Reporting to the Manager, the coordinator works with direction and little to no supervision as projects mature. The role supports department leadership, including Directors/Chiefs of Divisions and managers, by managing calendars and meetings, preparing correspondence and materials, maintaining records, responding to inquiries, coordinating projects, and providing high-level secretarial, clerical, and administrative services. The position requires broad knowledge of departmental business, organization, policies, procedures, and structure, as well as resourcefulness, self-direction, flexibility, emotional intelligence, strong organization, and excellent communication and customer service skills. The coordinator tracks and prepares confidential information, gathers and analyzes data, prepares complex reports and presentations, monitors compliance and process gaps, assists with budgets and operational policies, coordinates newsletters and student rotations, and provides support or backup coverage to other staff. The role reports project status, challenges, and outcomes to leadership and seeks support when needed.

Requirements

At least 3 years of relevant office assistance and administration experience.
Expertise and proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Strong project management skills.
Excellent organizational, interpersonal, written and verbal communication, and customer service skills.
Ability to manage multiple simultaneous projects and shifting responsibilities and priorities independently and in a team environment.
Ability to work with little to no supervision as projects mature and to seek support and report challenges in a timely manner.
Strong secretarial, organizational, project management, and administrative skills.
Ability to anticipate leadership needs, set priorities according to the Chair's needs and schedule, and determine whom to approach to achieve results.
Sensitive and cooperative approach to working relationships and ability to develop rapport with staff.
Ability to protect confidential leadership and departmental information.
GED or HiSET required.

Responsibilities

Manage and schedule meetings and calendars for department leaders, including Directors/Chiefs of Divisions and managers; prepare meeting materials and coordinate agendas, confirmations, and follow-up.
Track, collect, and prepare confidential information; distribute surveys; collect and report data; support compliance tracking and reporting; identify process gaps and suggest solutions.
Interact professionally with executives, medical staff, outside contacts, and other personnel to obtain or relay information, arrange meetings, and gather data; screen visitors and calls, respond to general inquiries, or route them appropriately.
Coordinate and schedule departmental rotations and act as liaison between educational program directors and the department; coordinate orientations for allied health students completing clinical rotations where applicable.
Maintain and revise record-keeping and filing systems; classify, sort, and file correspondence, articles, records, and other documents.
Assist with monitoring department budgets and accounts and report variances; process receipts and invoices for non-routine expenditures; maintain office-supply inventory; assist with equipment purchasing recommendations and monitor service contracts.
Coordinate development and distribution of departmental newsletters.
Maintain leadership calendars and provide executive and administrative support; act as liaison with management staff, administrative offices, and departments throughout the institution.
Assist with maintaining administrative and clinical operational policies and procedures.
Coordinate and follow up on administrative support needs for physicians and CRNAs, including documenting academic in-service trainings for clinical and non-clinical personnel, where applicable.
Coordinate physician and CRNA hospital onboarding when the manager is unavailable, where applicable.
Track and report provider compliance with hospital safety education standards and other designated requirements, with manager support.
Manage multiple projects simultaneously, plan ahead, initiate needed activities, adapt to changing priorities, bring assignments to completion, and report project challenges, progress, and outcomes in a timely manner.
Prepare complex administrative reports, presentations, statements, rosters, spreadsheets, graphs, drafts, special reports, and analyses as directed.
Report the status of activities and projects at monthly staff meetings and request support when needed to ensure timely, accurate completion.
Provide backup coverage for other support staff as needed.
Support administration of educational content through Canvas and maintain student attendance records.