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

Role Summary

The Sports Medicine Center - Head of Administration leads all administrative, non-clinical, facility support, procurement, scheduling, vendor management, and operational support functions for the Sports Medicine Center. The role ensures that the center operates efficiently, resources are well-managed, facilities are ready, and service lines receive the administrative support required to deliver excellent customer and patient experiences.

Candidates with Sports Medicine Center Experience will be given preference

Key Responsibilities

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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
• · Facility & Vendor Management
• · Budgeting & Cost Control
• · Procurement & Inventory Oversight
• · Process Improvement
• · Operational Risk Management
• · Governance & Compliance
• · Cross-Functional Coordination
• · Service Excellence
• · Problem Solving
• · Planning & Organization

Benefits

Comprehensive benefits package