Administrative Coordinator

Baystate Health, the largest healthcare organization in western Massachusetts and home to Baystate Medical Center (BMC), the areas only level 1 trauma center in Western Mass, is looking for an Administrative Coordinator to join our experienced Department of Anesthesia team in Springfield, MA. RESPONSIBILITIES: The Administrative Coordinator plays a vital role in supporting physicians, advanced practice providers (APPs), and the broader surgical care team. This position ensures seamless coordination of clinical and administrative operations across a fast-paced, high-impact surgical environment. From managing day-to-day administrative needs to assisting with departmental initiatives, this role is essential to keeping surgical services running efficiently and effectively. Key Responsibilities Executive Support & Coordination Manage complex calendars and scheduling for department leadership Coordinate meetings, prepare agendas/materials, and ensure timely follow-up Serve as a liaison across departments, leadership, and external stakeholders Project Management & Reporting Track, analyze, and report on departmental initiatives, compliance, and operational metrics Develop spreadsheets, reports, and presentations using advanced Excel and other tools Identify process gaps and recommend practical, efficient solutions Communication & Relationship Management Handle inquiries, screen communications, and route information appropriately Maintain strong working relationships with executives, clinicians, staff, and external contacts Represent leadership with professionalism and discretion Operational & Administrative Support Maintain filing systems, records, and departmental documentation Assist with budget tracking, invoice processing, and supply management Support onboarding, orientations, and scheduling for physicians, CRNAs, and trainees Program & Department Support Coordinate clinical rotations and act as liaison with educational programs Assist with compliance tracking and reporting for safety and training requirements Support development of newsletters and internal communications Leadership Partnership Anticipate leadership needs and proactively manage priorities Provide regular updates on projects, challenges, and outcomes Collaborate with administrative staff and provide backup support as needed SCHEDULE: Full-time Monday through Friday 7:00am-3:30pm or 9:00am-5:30pm No weekends, no holidays LOCATION: 759 Chestnut St. Springfield, MA QUALIFICATIONS: High School Diploma or GED, required Associates or Bachelors degree in Business Administration, or Healthcare Management, preferred 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! Wellbeing programs that include but are not limited to mental, physical, and financial health. We strive to be the place where we can help you build the career you deserve – apply today – YOU belong at Baystate! Education: GED or HiSET (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 $21.95 - $25.22 - $29.82 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