Sports Medicine Center - Head of Administration (Healthcare Experience) QHC0011

Role Summary

1. Administrative Operations Leadership

• Lead all administrative operations including front office, scheduling support, document control, coordination services, and operational administration.
• Establish administrative operating models, workflows, policies, and service standards.
• Ensure administrative services support the needs of sports, rehab, performance, medical, and customer-facing teams.
• Monitor administrative workloads, turnaround times, and service quality.
• Resolve administrative issues that impact service delivery or customer experience.

2. Financial Planning, Budgeting & Cost Control

• Support the Sports Medicine Center Director in budgeting, financial tracking, and cost control.
• Monitor administrative expenses, procurement spending, vendor costs, facility costs, and support service budgets.
• Identify cost optimization opportunities without compromising service quality or safety.
• Support financial reporting, budget variance analysis, and operational planning.
• Work with Finance to ensure accurate documentation, approvals, and cost allocation.

3. Facility, Asset & Vendor Management

• Oversee facility readiness, maintenance coordination, space utilization, and operational infrastructure.
• Manage vendors and service providers, including contracts, SLAs, performance reviews, and issue resolution.
• Ensure equipment, supplies, assets, and support services are available and maintained.
• Coordinate with facilities management, clinical engineering, IT, procurement, and logistics teams.
• Ensure all administrative and facility support services meet safety, quality, and operational requirements.

4. Procurement, Inventory & Resource Coordination

• Oversee procurement requests, inventory coordination, stock levels, and supply availability.
• Ensure timely sourcing of operational materials, office supplies, equipment, and support items.
• Monitor inventory controls to prevent shortages, overstocking, or wastage.
• Coordinate with service line leaders to forecast operational needs.
• Ensure procurement activities comply with policies, approvals, and budget controls.

5. Process Excellence & Digital Enablement

• Identify opportunities to streamline administrative workflows and reduce manual effort.
• Implement systems, tools, and process improvements to enhance efficiency.
• Support digital transformation initiatives related to scheduling, documentation, reporting, and operations.
• Develop administrative dashboards and reports to support performance monitoring.
• Standardize templates, records, forms, and internal communication processes.

6. Governance, Compliance & Risk Management

• Ensure administrative operations comply with organizational policies, regulatory requirements, and audit standards.
• Maintain documentation readiness for internal and external audits.
• Identify operational and administrative risks and implement mitigation actions.
• Support incident reporting, emergency response coordination, and business continuity planning.
• Ensure confidentiality, data protection, and proper records management.

7. Cross-Functional Coordination & Service Support

• Act as the central coordination point between service lines, support functions, vendors, and leadership.
• Ensure smooth execution of events, programs, clinics, screenings, and operational activities.
• Coordinate staffing schedules, room bookings, equipment availability, and logistical requirements.
• Support customer-facing teams in resolving administrative escalations.
• Enable service line directors to focus on service delivery by ensuring strong administrative backbone.

Key Performance Matrix

• Ensure uninterrupted administrative and facility support operations.
• Maintain cost control and budget discipline across administrative functions.
• Achieve strong vendor performance and SLA compliance.
• Improve administrative turnaround times and process efficiency.
• Maintain facility readiness, supply availability, and operational continuity.
• Ensure compliance with documentation, procurement, and audit requirements.
• Support improved customer and service line satisfaction.
• **Requirements** **Qualifications**
• + Bachelor’s degree in Business Administration, Healthcare Administration, Operations Management, Facility Management, or related field.
• + Master’s degree is preferred.
• + 12+ years of experience in administrative operations, healthcare operations support, facility coordination, or business operations.
• + Experience managing vendors, budgets, facilities, procurement, and support services.
• + Experience in healthcare, sports facilities, wellness centers, or complex service environments is preferred.

Core Competencies

• + Administrative Operations Leadership

+ Procurement & Inventory Oversight

+ Governance & Compliance

Benefits