Administrative Supervisor

Baystate Health•Springfield, MA

6d•Onsite

About The Position

Baystate Health, a nationally recognized leader in healthcare quality and safety, and home to Baystate Medical Practices, the largest multispecialty group in the region is looking for a full-time Administrative Supervisor to join our experienced Pediatrics team in Springfield, MA. This is a multi-site Administrative Supervisor opportunity to support Pediatric Specialty, High St. Pediatrics, Pediatric Hemology/Oncology and Pediatric Surgery. RESPONSIBILITIES: The Administrative Supervisor plays a critical role in day-to-day operations, staff engagement, and performance management while partnering with leadership to drive improvements in patient experience, operational efficiency, and revenue performance. Responsible for leading administrative staff, optimizing workflows, and ensuring exceptional service for patients, providers, and team members.

Requirements

High School diploma or GED
At least 2 years of supervisory experience in a medical office setting, required

Nice To Haves

At least 3 years of healthcare practice experience, preferred
Excellent interpersonal/communication skills
Experience with building physician schedules, preferred

Responsibilities

Foster a welcoming, professional, and inclusive environment for patients, staff, and vendors
Collaborate with the Manager, Medical Director, and leadership on operational initiatives
Participate in departmental and organizational committees (Operations, PI, Redesign, etc.)
Provide and receive constructive feedback to support team development
Advocate for staff and support a positive, team-oriented culture
Supervise administrative staff and manage daily operations
Develop and maintain effective work schedules and assignments
Conduct annual performance evaluations
Address employee concerns and escalate complex issues as needed
Lead staff meetings and communicate updates on policies and procedures
Partner with Talent Acquisition to recruit, interview, and hire staff
Support job postings and workforce planning
Ensure effective onboarding, training, and orientation for new hires
Educate staff on process changes and ensure ongoing competency
Develop and improve office systems, workflows, and processes
Serve as a “superuser” for scheduling, billing, insurance verification, and EHR systems
Train staff and ensure efficient use of office tools and technology
Step in to support operations during staffing shortages
Ensure compliance with medical records policies and procedures
Oversee scanning and documentation in the EMR
Manage requests for medical information in accordance with HIM policies
Coordinate audit requests (e.g., HEDIS)
Supervise charge entry, billing, co-pay collection, and insurance verification
Monitor and improve revenue cycle processes
Address patient billing concerns
Utilize reporting data to identify trends and drive revenue improvements
Ensure adherence to organizational policies and standards
Maintain documentation of employee relations issues
Support conflict resolution in partnership with HR and leadership
Participate in performance improvement and corrective action processes
Promote accountability and equitable workplace practices
Monitor supply budgets and analyze variances
Recommend solutions to stay within budget
Assist with budget planning and forecasting
Manage staff schedules and ensure appropriate coverage
Oversee timekeeping and approve time-off requests
Maintain provider schedules and templates to optimize patient access
Collaborate with contact center teams on scheduling workflows
Ensure high-quality service across all patient and staff interactions
Respond to complaints and resolve operational issues promptly

Benefits

Sign on bonus
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