Director of Administrative Operations

About the CompanyRiverside County Medical Association (RCMA) & Inland Empire Foundation for Medical Care (IEFMC)About the RolePOSITION DESCRIPTION Administrative Director, OperationsReports to: Chief Executive OfficerClassification: Exempt, Full-TimeDirect Reports: Office/Administrative Staff (with potential future oversight of Facilities and HR coordination roles)Ever meet someone who just makes everything work? The person who knows exactly who to call, where the file lives, when the policy renews, and how to get five different teams rowing in the same direction — often before anyone else even notices there's a current to fight? That's who we're looking for.RCMA and IEFMC operate across multiple entities, and while each has its own mission, they all run on the same essential focus five :Membership, People, Program, Innovation and Fiscal Responsibility. We need someone who can be the connective tissue holding that machinery together — equal parts operator, problem-solver, and strategic partner to our CEO. If you love being the person who makes the complicated look simple, keep reading.POSITION SUMMARY The Administrative Director, Operations serves as the operational backbone connecting RCMA, IEFMC, and the organization's affiliated foundations. This role ensures consistency, efficiency, and accountability across accounting, human resources, facilities and building management, insurance and risk management, compliance tracking, finance administration, and office operations — functioning as the CEO's key operational partner and the glue that keeps five distinct entities running as one coordinated, compliant system. This is a hybrid role: part administrative command center, part strategic operations partner. The person in this seat must be equally comfortable reconciling a budget variance, resolving an HR issue, managing a building vendor contract, tracking an insurance renewal deadline, and contributing meaningful operational insight in a strategic planning session.ResponsibilitiesCross-Entity Operations CoordinationServe as the central point of coordination across all five foundations' administrative functions, ensuring consistent policies, procedures, and standardsIdentify and resolve operational gaps or redundancies between entitiesMaintain master calendars, shared resource schedules, and inter-entity communication protocolsFinance & Accounting SupportPartner with finance/accounting staff to ensure timely processing of invoices, reimbursements, and vendor paymentsSupport budget tracking and variance reporting across entitiesAssist in audit preparation and documentation managementMaintain financial recordkeeping systems in coordination with the accounting teamHuman Resources CoordinatorServe as the primary internal point of contact for HR administration, coordinating onboarding, benefits administration, leave tracking, and personnel recordkeeping across all entitiesEnsure HR policies and procedures are applied consistently across all entitiesCoordinate recruitment logistics and new hire processes alongside hiring managersFacilities & Building CoordinatorOversees building operations, vendor relationships, and maintenance schedulesOversee office supplies, equipment, and workspace logisticsServe as primary contact for building-related vendors, contractors, and service providersEnsure a safe, functional, and professional office environmentInsurance Renewal Cycle ManagementOwn the annual insurance renewal process across all entities — general liability, D&O, cyber, workers' compensation, property, and any professional liability coverageMaintain a master renewal calendar with lead times for gathering underwriting data, soliciting broker quotes, and securing leadership sign-off before deadlinesServe as primary liaison with insurance brokers and carriers, coordinating policy comparisons and renewal recommendations for CEO/board approvalMaintain a central repository of active policies, coverage limits, and renewal dates across all five foundationsFlag coverage gaps or overlaps between entities — a common risk when multiple foundations share staff, space, or programsCompliance CoordinationServe as the connective point ensuring compliance requirements are tracked and met consistently across entities — HR/employment compliance, insurance/risk compliance, financial/audit compliance, and facilities/safety complianceMaintain a master compliance calendar (license renewals, policy attestations, required trainings, filing deadlines, insurance certificates of coverage)Flag when one entity's compliance obligation affects another (e.g., a shared employee, shared space, or shared vendor contract)Partner with legal, HR, and finance leads as the central tracking point — not the subject-matter expert, but the person who ensures nothing falls through the cracks between departmentsOffice & Administrative OperationsSupervise and support office/administrative staff across entitiesStandardize administrative workflows, filing systems, and document managementManage organizational calendars, meeting logistics, and board/committee meeting support as neededStrategic PartnershipWork alongside the CEO, in coordination with the COO, on strategic planning initiativesTranslate strategic priorities into operational action plansProvide operational data and insights to inform leadership decision-makingRepresent operations in cross-functional planning meetingsQualificationsBachelor's degree in Business Administration, Healthcare Administration, Nonprofit Management, or related field (or equivalent experience)Required Skills5+ years of progressive operations/administrative experience, ideally spanning multiple functional areas (finance, HR, facilities, risk/insurance)Demonstrated ability to work across multiple organizational entities or departments simultaneouslyStrong organizational and project management skillsProficiency in Microsoft 365 (Outlook, Teams, SharePoint) and financial/HR systemsPreferred SkillsExperience in healthcare, nonprofit, or medical association settingsFamiliarity with, foundation, or multi-entity nonprofit structuresPrior supervisory experienceWorking knowledge of nonprofit budgeting, insurance renewal cycles, and compliance frameworks (e.g., HIPAA, 501(c)(3) filings, grant compliance)Critical TraitsSystems thinker — sees how decisions in one entity ripple across others