Administrative Coordinator

Baystate Health, the largest healthcare organization in western Massachusetts and home to Baystate Medical Center (BMC), the area's 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.

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.

• 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

• 759 Chestnut St.
• Springfield, MA

• High School Diploma or GED, required
• Associate or Bachelor's 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 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
• Farm Share Memberships
• 403(b) retirement company match & annual company contribution increase based on years of service
• Free money coach advice from a certified professional
• Wellbeing programs that include mental, physical, and financial health
• Pet, home, auto and personal insurance
• Life insurance
• Reimbursement for a variety of wellbeing activities, including gym membership, equipment, personal trainer, massage and more

Equal Employment Opportunity Employer