Admin Coordinator

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 $21.52 - $24.73 - $29.24###

Summary:

Location:

Baystate Medical Center;
Springfield MA

Schedule:

Fulltime;
Dayshift;
Monday-Friday;
No evenings or on call.

This position reports to the Vice President, Safety and Regulatory Affairs. Provides a wide range of administrative and executive level support to Department. Works with direction and little to no supervision, as projects mature.
This position performs various administrative duties. The Admin Coordinator assists the department leadership in the general handling of his/her activities. This is accomplished by acting as administrative coordinator and communications link with Baystate Health and department personnel, other departments, clients, patients, and other outside contacts. This includes a good general knowledge of the Department's business, organization, people, policies, procedures, and structure, and enough resourcefulness and self-confidence to ensure effective and efficient communications and operational activities.

Inquisitiveness, emotional intelligence, and flexibility are beneficial qualities because of the general nature of the position and the diverse missions of the Department. Must be highly self-directed; possess strong organization skills, including the ability to handle multiple, simultaneous projects with shifting responsibilities and priorities independently and in a team environment. Must have strong customer service skills and must have excellent communication skills both orally and in writing.

Must be flexible and able to adapt to quickly changing priorities. Responsible for reporting local/departmental/system challenges and outcomes to manager and leadership and seeking support in a timely manner.
This position will also support other leaders in the Department, including all Directors / Chiefs of Divisions, and managers. This position answers inquiries concerning department activities, operations, policies and procedures with support from the manager as appropriate. Incumbent provides the highest level of secretarial, clerical, and administrative support services to the department leadership including maintaining internal and external contacts, maintaining the calendar, preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned.

Assumes responsibility and brings focused attention to issues and inquiries received with support and report out to leadership and team members when appropriate. Duties require a thorough knowledge of department responsibility to gather data and prepare reports, answer correspondence, conduct projects, etc. Collaborates with other support staff and provides back up coverage to others as needed.###
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* Job Responsibilities:

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* 1)
** Charged with the management and scheduling of meetings and calendars for the department leaders including all Directors/Chiefs of Divisions and managers where applicable. Coordination and prep ration of meeting materials including follow-up and confirmation of meeting details and agendas.
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* 2)
** Responsible for the timely tracking, collecting and preparation of highly confidential information appropriately and professionally. Projects include but are not limited to tracking and meeting preperation, survey distribution, collection and reporting of data where applicable, using complex formulas, macros and calculations in Excel, and compliance tracking/reporting initiatives, while identifying/reporting gaps in process. Offering solutions to identified problems and synthesizing processess.
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* 3)
** Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a highly professional and efficient manner to obtain or relay information, arrange meeting, gather data, etc. Receives and screens visitors and telephone calls and responds to general inquiries or routes to appropriate personnel.
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* 4)
** Executes the coordination and scheduling of rotations with the department where applicable. Acts as the liaison between educational program directors and the department. Additionally participates and coordinates orientations for allied health students completing clinical rotations where applicable.
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* 5)
** Synthesizes, maintains, and revises record-keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.
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* 6)
** Assists in monitoring department budgets and accounts and reports…