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

Sports Medicine Center - Head Of Administration

• 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

• 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

• 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

• 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

• 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

• 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

• 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

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.

• Procurement & Inventory Oversight

• Process Improvement

• Governance & Compliance

• Cross-Functional Coordination
• Service Excellence
• Problem Solving

Benefits