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

Position Overview

We are seeking a dynamic and experienced Head of Administration to lead the operational, financial, and logistical functions of our Sports Medicine Center. This pivotal role will oversee all non-clinical administrative activities, ensuring seamless facility support, procurement, scheduling, vendor management, and operational excellence. The ideal candidate will drive efficiency, optimize resources, and maintain high service standards to deliver exceptional patient and customer experiences. Candidates with prior experience in sports medicine or healthcare administration are strongly preferred.

Key Responsibilities

Administrative Operations Leadership

As the Head of Administration, you will provide strategic leadership to all administrative functions, including front office management, scheduling support, document control, and operational coordination. Your responsibilities will include:

• Developing and implementing robust administrative operating models, workflows, and service standards to enhance operational efficiency.
• Ensuring administrative services align with the needs of sports, rehabilitation, performance, medical, and customer-facing teams.
• Monitoring administrative workloads, turnaround times, and service quality to maintain high performance standards.
• Resolving administrative challenges that may impact service delivery or customer satisfaction.

Financial Planning, Budgeting & Cost Control

You will play a critical role in financial management by supporting the Sports Medicine Center Director in budgeting, financial tracking, and cost control. Key duties include:

• Assisting in the preparation and monitoring of administrative budgets, including procurement, vendor, facility, and support service expenditures.
• Identifying cost-saving opportunities without compromising service quality or safety standards.
• Collaborating with the Finance team to ensure accurate documentation, approvals, and cost allocation.
• Conducting budget variance analysis and supporting operational planning initiatives.

Facility, Asset & Vendor Management

This role requires overseeing the operational infrastructure of the Sports Medicine Center, including facility readiness, maintenance, and vendor relationships. Responsibilities include:

• Ensuring facility readiness, space utilization, and maintenance coordination meet operational and safety requirements.
• Managing vendor and service provider relationships, including contract negotiations, performance reviews, and issue resolution.
• Coordinating with facilities management, clinical engineering, IT, procurement, and logistics teams to ensure seamless operations.
• Maintaining equipment, supplies, and assets to support uninterrupted service delivery.

Procurement, Inventory & Resource Coordination

You will oversee procurement activities, inventory management, and resource coordination to ensure operational continuity. Key tasks include:

• Managing procurement requests, inventory levels, and supply availability to prevent shortages or overstocking.
• Ensuring timely sourcing of operational materials, office supplies, equipment, and support items.
• Collaborating with service line leaders to forecast operational needs and align procurement strategies.
• Ensuring all procurement activities comply with organizational policies, approvals, and budget controls.

Process Excellence & Digital Enablement

To drive efficiency and innovation, you will identify opportunities to streamline administrative workflows and implement digital solutions. Responsibilities include:

• Evaluating and implementing systems, tools, and process improvements to enhance operational efficiency.
• Supporting digital transformation initiatives related to scheduling, documentation, reporting, and operations.
• Developing administrative dashboards and reports to monitor performance and support decision-making.
• Standardizing templates, records, forms, and internal communication processes for consistency.

Governance, Compliance & Risk Management

Ensuring adherence to regulatory requirements and organizational policies is a critical aspect of this role. You will:

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

Cross-Functional Coordination & Service Support

As the central coordination point, you will collaborate with service lines, support functions, vendors, and leadership to ensure seamless operations. Responsibilities include:

• Acting as a liaison between service lines, support functions, vendors, and leadership to facilitate smooth operations.
• Ensuring the successful execution of events, programs, clinics, screenings, and operational activities.
• Coordinating staffing schedules, room bookings, equipment availability, and logistical requirements.
• Supporting customer-facing teams in resolving administrative escalations and enhancing service delivery.