1. Job Summary

The Operations Administrator is responsible for the non-clinical operational efficiency of the facility. This role ensures that the physical environment, support services, and administrative workflows run seamlessly to support clinical staff. The primary objective is to maximize patient satisfaction, staff productivity, and financial performance by optimizing logistical and administrative processes.

2. Key Responsibilities

A. Operational Strategy & Management

• Develops and implements operational policies and procedures to ensure smooth daily functioning of the facility.
• Manages the facility’s budget for non-clinical departments, including variance analysis and cost-containment initiatives.
• Coordinates with clinical leadership to forecast patient volume and adjust staffing levels for support services accordingly.
• Oversees the procurement of non-medical supplies (office equipment, furniture, cleaning materials) and vendor contracts.

B. Facilities & Safety Oversight

• Ensures the facility complies with all health, fire, and safety regulations (OSHA, Joint Commission, local fire codes).
• Manages preventive maintenance schedules for HVAC, electrical, plumbing, and medical gas systems.
• Acts as the primary liaison with landlords, construction project managers, and external contractors for renovations or repairs.
• Leads the Emergency Preparedness Committee, coordinating disaster drills and business continuity planning.

C. Patient Experience & Administrative Flow

• Monitors patient wait times in administrative areas (check-in, billing, discharge) and implements process improvements to reduce bottlenecks.
• Manages the front desk, switchboard, and patient transport services to ensure a positive "first impression" and smooth patient movement.
• Investigates and resolves non-clinical patient complaints regarding facilities, billing, or administrative delays.

D. Human Resources & Team Leadership

• Recruits, trains, and evaluates performance of non-clinical support staff.
• Conducts daily "huddles" with support staff to address operational issues and updates.
• Fosters a culture of accountability and service excellence, ensuring staff adhere to dress codes and customer service standards.

E. Data & Reporting

Prepares weekly operational dashboards for the COO, highlighting key metrics: Bed Turnaround Time, Maintenance Request Resolution Time, and Patient Satisfaction Scores (Operational Domain).

Analyzes incident reports related to slips, falls, or security breaches to recommend corrective actions.

3. Qualifications

Education:

Bachelor’s Degree in Business Administration, Healthcare Administration, or Facilities Management required.

Master’s in Healthcare Administration (MHA) or MBA preferred.

Experience:

Minimum 3–5 years of experience in healthcare operations or hospital administration.

Proven experience managing budgets > $1M and supervising multi-disciplinary teams (10+ staff).

Certifications (Preferred):

Certified Healthcare Facility Manager (CHFM) or LEED Green Associate.

Skills & Competencies:

• Strong financial acumen and experience with ERP systems (e.g., SAP, Oracle).
• Crisis management skills and the ability to make quick decisions under pressure.
• Excellent negotiation skills for vendor contracts.
• Proficiency in Microsoft Office Suite and CMMS (Computerized Maintenance Management Systems).

NOTE

Only shortlisted candidates will be contacted.

• Develops and implements operational policies and procedures to ensure smooth daily functioning of the facility.
• Manages the facility’s budget for non-clinical departments, including variance analysis and cost-containment initiatives.
• Coordinates with clinical leadership to forecast patient volume and adjust staffing levels for support services accordingly.
• Oversees the procurement of non-medical supplies (office equipment, furniture, cleaning materials) and vendor contracts.
• Ensures the facility complies with all health, fire, and safety regulations (OSHA, Joint Commission, local fire codes).
• Manages preventive maintenance schedules for HVAC, electrical, plumbing, and medical gas systems.
• Acts as the primary liaison with landlords, construction project managers, and external contractors for renovations or repairs.
• Leads the Emergency Preparedness Committee, coordinating disaster drills and business continuity planning.
• Monitors patient wait times in administrative areas (check-in, billing, discharge) and implements process improvements to reduce bottlenecks.
• Manages the front desk, switchboard, and patient transport services to ensure a positive "first impression" and smooth patient movement.
• Investigates and resolves non-clinical patient complaints regarding facilities, billing, or administrative delays.
• Recruits, trains, and evaluates performance of non-clinical support staff.
• Conducts daily "huddles" with support staff to address operational issues and updates.
• Fosters a culture of accountability and service excellence, ensuring staff adhere to dress codes and customer service standards.
• Prepares weekly operational dashboards for the COO, highlighting key metrics: Bed Turnaround Time, Maintenance Request Resolution Time, and Patient Satisfaction Scores (Operational Domain).
• Analyzes incident reports related to slips, falls, or security breaches to recommend corrective actions.

• Strong financial acumen
• Experience with ERP systems (e.g., SAP, Oracle)
• Crisis management skills
• Ability to make quick decisions under pressure
• Excellent negotiation skills for vendor contracts
• Proficiency in Microsoft Office Suite
• Proficiency in CMMS (Computerized Maintenance Management Systems)

• Bachelor’s Degree in Business Administration, Healthcare Administration, or Facilities Management required.
• Master’s in Healthcare Administration (MHA) or MBA preferred.
• Minimum 3–5 years of experience in healthcare operations or hospital administration.
• Proven experience managing budgets > $1M and supervising multi-disciplinary teams (10+ staff).
• Certified Healthcare Facility Manager (CHFM) or LEED Green Associate (Preferred).