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 Anesthesia team in Springfield, MA.

RESPONSIBILITIES:  The Administrative Coordinator provides comprehensive administrative and executive-level support to department leadership, including Directors, Chiefs of Divisions, and managers. You’ll act as a central communication hub—connecting internal teams, external partners, and leadership—while managing multiple priorities with professionalism and discretion.

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 8-4:30pm
• 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 t