Contract and Administration Coordinator

Baystate Health • Springfield, MA

1d • Hybrid

About The Position

The Public Health Institute of Western Massachusetts (PHIWM) is hiring a full-time Contracts and Administration Coordinator. PHIWM is a nonprofit public health organization that works through partnerships to strengthen community capacity and improve health and well-being in Western Massachusetts. Its services include research and assessment, coalition-building, program evaluation, and health policy development. The organization relies on state, federal, and private grants and contracts and has a management service agreement with Baystate Health for human resources, payroll, and IT services. Applicants should apply through Baystate Health.

The coordinator reports to and works closely with the Director of Financial Operations, supporting contract facilitation and follow-up with internal and external partners. The position also supports administrative office operations, project logistics and reporting, office systems, and process improvement. The role is based in Springfield, Massachusetts, with a hybrid arrangement requiring at least two to three days on site. The stated schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with flexible scheduling based on candidate preference. This is a grant-funded position. The advertised salary range is $61,000–$66,000, contingent on experience.

Requirements

• Bachelor’s degree or equivalent work experience in an area related to contract administration; the posting also lists a bachelor’s degree as required.
• Knowledge of, or openness to learning about, health equity principles.
• Experience with contract types such as revenue contracts, subcontracts, consultant agreements, data-sharing agreements, nondisclosure agreements, media releases, and permission slips.
• Excellent verbal and written communication skills.
• Excellent resource management and computer skills.
• Strong interpersonal skills and ability to work effectively with others across the organization.
• Strong organizational skills and attention to detail.
• Experience with Microsoft applications such as Word, Excel, Teams, and SharePoint.

Responsibilities

• Assist with contract facilitation and proactive follow-up, ensuring appropriate edits and sign-offs with internal and external partners.
• Serve as the primary contact for administrative office duties, including assisting with staff and board meetings.
• Prepare project status reports as needed.
• Identify and coordinate project logistics and scheduling needs.
• Analyze project results and lessons learned at completion, seeking advice when needed.
• Monitor office program systems and metrics for ongoing projects and changing needs and requirements.
• Assist the Director of Financial Operations with updating internal administrative procedures.
• Communicate and collaborate with staff across teams and recommend processes to support efficient and accurate management and administration of office systems.
• Assist the Executive Director as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level