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 Surgery team in Springfield,MA.

RESPONSIBILITIES: TheAdministrative 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

• 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

• 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

• 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

• 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

• 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

• Full-time
• Monday through Friday 7:00am-3:30pm
• No weekends, no holidays

• 759 Chestnut St.
• Springfield, MA

• 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

• 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.