Administrative Coordinator

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!

We strive to be the place where we can help you build the career you deserve apply today YOU belong at Baystate!