Staff Assistant - Baystate Health

Req#: R23123
Category(s): Administrative Support, Staff Assistant
Full Time / Part Time: Full-Time
Shift: First


Provides extensive administrative support (70% or more of the time) and some secretarial support to coordinators, practice manager and 3300 Main Street. This includes support of Directors in their roles of OB/GYN Ambulatory Practices and CIS Office for Baystate Medical Practices and Medical Director, Clinical Informatics. Independently prepares and/or completes a variety of complex analyses, reports and databases. Requires advanced use of personal computer. Creates and maintains complex spreadsheets, presentations, databases and other documents. Monitors monthly financial statements for accuracy. Represents the department in resolving problems and exchange of information, interpretation of departmental policy and procedures.

Job Responsibilities: 

1) Develops/prepares necessary presentations (PowerPoint) documentation for planning meetings. Collate/format agenda items and related material in establishing agenda for all Clinical Informatic and OB/GYN Ambulatory meetings. Prepares complex administrative reports, statements, etc. in accordance with established department procedures. Performs sophisticated data and/or information gathering in an efficient and effective manner, i.e. assemble and maintain OB/GYN Ambulatory dashboards. Computes and verifies complex calculations with accuracy. Drafts and prepares special reports/analyses in accordance with established department format. Maintains complex databases, i.e. divisional professional development funds.

2) Coordinates and assists practice manager, coordinators, and other personnel in orientation and provide educational in-services on department programs (assist with completion of HR forms, assist in instruction/guidance of computer software programs and follow-up in coordinating deadlines/timeframes. Receives and screens incoming correspondence, reports, memos, etc., and independently prepares appropriate responses to routine inquiries. Interacts with HR Service Center and other HR staff for OB/GYN Ambulatory practices and CIS Office with respect to ensuring completeness of personnel requisitions, postings, position management forms, interviews/CVs, hire dates, etc. Record/track Kronos relating to OB/GYN Ambulatory practices managers. Serve as back-up administrator for our departmental managers.

3) Determines and prepares necessary expenditures for office supplies, standard department inventory, travel, etc. Completes, tracks and monitors purchase order requisitions for supplies, minor equipment, and capital requisitions. Assists in information gathering and in preparing complex administrative reports, statements, budget analysis at department level. Reconciles monthly financials for cost centers – BMC and BMERF (13) and special purpose accounts (11). Assists in monitoring department budgets and accounts by gathering appropriate data, reports and records. Independently identifies and resolves errors, discrepancies or variances. Develops action plans, if necessary, to ensure administrative cost centers are within approved budget. Secures receipts, pertinent information and invoices for non-routine expenditures at all times. Identifies capital needs for administrative office and develops request for funding for Directors. Ensures authorized expenditures are in compliance.

4) Acts as OB/GYN Ambulatory practice liaison (go-to-person) with divisional clerical staff and assists other administrative support staff as required and directed.

5) Coordinates the volunteers at the 3300 Main Street lobby desk and assists in identifying resources when needed and staffs the front desk if necessary.

6) Establishes contacts inside and outside BH to obtain or relay information, arrange meetings, gather data, etc.

7) Provides administrative support: maintains calendars, schedules interviews, meetings and events, reserves rooms, catering, books conference rooms at 3300.

8) Develops, maintains, and revises record keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.

9) Receives and screens visitors and telephone calls for department and responds to general inquiries or routes to appropriate personnel.

10) Acts as role model and provides leadership to other administrative personnel within ambulatory care setting.

Required Work Experience: 

1) 3-5 years progressive experience & demonstrated success in providing administrative support to manager or director

Preferred Work Experience: 

1) None Listed

Skills and Competencies: 

1) Excellent PC skills including Word, Excel, and Power Point

2)  Ability to use Access strongly preferred

3)  In-depth knowledge of office procedures

4)  Independent, creative thinker, requiring minimal supervision

5)  Applies very strong knowledge of English and grammar skills independently

6)  Excellent organizational skills with the ability to prioritize work load and work flow

7)  Excellent interpersonal skills demonstrated by teamwork and service orientation

8)  Demonstrated creativity and problem solving skills

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



GED or HiSET (Required)


Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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