Admin Coor

Baystate Health•Springfield, MA

1d•Onsite

About The Position

Baystate Health is seeking an Administrative Coordinator to join its Pediatrics team in Springfield, Massachusetts. The role serves as a communication and operational link across departments and Baystate Health, providing high-level administrative and executive support to department leadership. This includes calendar management, meeting coordination, correspondence, presentations, reports, and special projects. The coordinator works with Directors, Chiefs, managers, medical staff, employees, patients, external contacts, and other departments. The position supports operational activities such as onboarding and orientations, department records and communications, budgets and invoices, compliance tracking, and process improvement. The role is full-time, Monday through Friday, either 8:00 a.m.–4:30 p.m. or 8:30 a.m.–5:00 p.m., with no weekends or holidays. It is located at 759 Chestnut St., Springfield, MA.

Requirements

High school diploma or GED is required.
At least 3 years of administrative support experience in an office setting; healthcare experience is preferred.
Proficiency in Microsoft Office Suite.
Excellent organizational, interpersonal, and communication skills.

Nice To Haves

Administrative support experience in a healthcare setting.

Responsibilities

Coordinate complex meetings, including 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 while maintaining accuracy, meeting deadlines, and completing assignments.

Benefits

Excellent compensation
Medical, dental, and vision insurance described as high-quality and low-cost
Generous paid time off, up to 25 days in the first year, with scheduled earned increases
Continuing education support and reimbursement
First-time homebuyer financial packages
Farm Share memberships
403(b) retirement plan with company match and annual company contribution increases based on years of service
Free money-coach advice from a certified professional
Wellbeing programs covering mental, physical, and financial health
Pet, home, auto, and personal insurance
Life insurance
Reimbursement for wellbeing activities, including gym membership and equipment, personal training, and massage