Staff Assistant - Baystate Health

Req#: R29114
Category(s): Administrative Support, Staff Assistant
Full Time / Part Time: Full-Time
Shift: First

Baystate Health, a nationally recognized leader in healthcare quality and safety, and home to Baystate Medical Center (BMC), and the region's only level 1 trauma center is looking for a full-time Administrative Coordinator to support our OB/GYN team in Springfield, MA.

RESPONSIBILITIES:

Baystate Health, Administrative Coordinators plays an integral role in assisting the department leadership in the general handling of their activities. Incumbent is responsible for the coordination of Ob/Gyn medical and PA student rotations, 4th year medical students, and temporarily to the fellowship program(s). This includes coordinating student onboarding from the department perspective, coordinating rotations, and providing administrative support to fellowship director and clerkship directors.    Incumbent is responsible for coordination of the daily operations of the office. Responsible for timely tracking, collecting and preparation of confidential information appropriately and professionally.  Independently prepares and/or completes a variety of reports, analysis, spreadsheets, and databases. Takes initiative to respond to inquiries and represents the department in resolving problems, exchange of information, and interpretation of departmental policy and procedures. Responsible for payroll timekeeping.  Coordination of division specific events. Candidate is expected to demonstrate sound judgment, strong interpersonal skills, and role model the BH Operating Principles. The successful candidate is highly motivated, demonstrates problem solving and advanced organizational skills and the ability to work with little guidance. The candidate will have the ability to manage multiple set priorities, support projects of varied scopes, anticipate provider and department needs and maintain confidentiality. Requires advanced use of personal computer including Microsoft Word, Excel, PowerPoint and Outlook.

  • Interacts frequently with a wide variety of personnel including executives, medical staff and/or external contacts 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.
  •  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.
  •  Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices for non-routine expenditures. Maintains inventory of office supplies, participates in evaluating and recommending purchase of office equipment, and monitors equipment service contracts.
  • Tracks provider expense account and provide regular reporting to each provider.
  • Maintains leadership calendar and relieves leadership of specified executive and administrative support duties. Interacts and represents leader as liaison with management staff, administrative offices and departments throughout the institution.
  • Assists in the maintenance of administrative and clinical operational policies and procedures.
  • Where applicable, takes the lead for the coordination and follow-up of administrative support needs for the providers.
  • In collaboration with supervisor and/or manager and division chief, accountable for the coordination of provider hospital onboarding.
  • Assists with the tracking and progress reporting of provider compliance with hospital safety education standards and other designated requirements with support from the manager.
  • Effectively manages multiple projects simultaneously with attention to detail, and brings closure to projects and assignments, plans ahead, and initiates activities critical to the department and organization. Must also demonstrate creativity, flexibility at a moment's notice to change and respond effectively given the demands of the day. Responsible for reporting challenges, progress, and outcomes of projects in a timely manner.
  • Prepares complex administrative reports, presentations, statements, rosters, etc. as directed. Performs difficult data and/or information gathering, develops complex spreadsheets, graphs, drafts, etc. and prepares special reports and analyses for review by Chair and others. Requires expertise in applicable departmental software and systems. Requires excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from department.
  • Reports status of activities and projects to leadership. Responsible for requesting support when needed to ensure timely and accurate completion of projects.

SCHEDULE:

  • Full-time – 8:00am-4:30pm Monday through Friday
  • Upon successful completion of orientation, the option to work 1 day remote is available

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 wellbeing 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

Baystate Health, western Massachusetts’ only academic center and tertiary care provider has a long and proud tradition of continuous learning and improvement. We educate and train hundreds of healthcare workers every year and advance knowledge about new approaches to care. At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff.  We are committed to increasing diverse representation across our organization. Together our inspired and compassionate teams manage the whole health needs of all communities in need.  

QUALIFICATIONS: 

  • High School Diploma or GED, required
  • Minimum of 3 years relevant experience in office assistance and administration, required
  • Microsoft Outlook, Word, Excel, and Power Point expertise and proficiency, required
  • Strong project management skills
  • Excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from department

We strive to be the place where we can help you build the career you deserve – apply today – YOU belong at Baystate!

OUR COMPENSATION PHILOSOPHY

We offer competitive total compensation that includes pay, benefits, and other recognition programs for our employees. The base pay range shown above considers the wide range of factors that are considered in making compensation decisions including knowledge/skills; relevant experience and training; education/certifications/licensure; and other business and organizational factors. This base pay range does not include our comprehensive benefits package and any incentive payments that may be applicable to this role.

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.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

GED or HiSET (Required)

Certifications:

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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