Manager, Legal & Administrative Operations

Position Location: Hospital for Special Care

Scheduled Weekly Hours:

Work Shift:

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We are dedicated to creating an environment of care and engagement that makes us one of the most desirable places to work, providing exceptional care to each patient each and every day!

Position: Manager, Legal & Administrative Operations

Position Summary

The Manager, Legal & Administrative Operations provides operational and administrative support across key organizational functions, including contract administration, enterprise risk management activities, corporate education and Learning Management System (LMS) administration, and executive support to the Chief Legal Officer (CLO), Vice President of Human Resources (VP HR), and Chief Development Officer (CDO).

This position serves as a central point of coordination for contracts, enterprise risk management, corporate education and learning management activities, and related legal and administrative processes, working collaboratively with leaders and departments across the organization. The role requires a high degree of organization, discretion, independent judgment, attention to detail, and the ability to manage multiple priorities, projects, and diverse workstreams simultaneously, including matters involving confidential and sensitive information.

Key Areas of Responsibility

Key areas of responsibility include:

• Legal & Contract Administration – Management of the contract intake process, contract database administration, contract preparation and processing, tracking, and coordination of legal administrative activities.
• Enterprise Risk Management – Coordination and operational support of the organization’s Enterprise Risk Management (ERM) process in collaboration with the Director of Compliance, including tracking, documentation, reporting, and follow-up activities.
• Corporate Education & Learning Management System Administration – Coordination and administration of the organization’s Learning Management System (LMS), including educational assignments, training records, compliance tracking, reporting, and support for organizational learning activities.
• Executive & Administrative Support – High-level administrative and operational support to the Chief Legal Officer (CLO), Vice President of Human Resources (VP HR), and Chief Development Officer (CDO), including management and coordination of cross-functional initiatives, projects, and administrative activities.

Essential Duties and Responsibilities

Legal & Contract Administration

• Manage the organization’s contract intake process, including receipt, tracking, routing, and coordination of contracts requiring review and approval.
• Maintain and administer the organization’s contract database and ensure contract records are accurate, complete, and current.
• Monitor key contract dates, renewals, expirations, amendments, and other required actions, and support related reporting and tracking.
• Coordinate with internal stakeholders to facilitate timely contract review, approval, execution, and retention.
• Manage the creation, preparation, routing, and processing of designated contracts and related documentation under the direction of the Chief Legal Officer.
• Support the development and maintenance of standardized contract processes, templates, workflows, and documentation.
• Identify opportunities to streamline and improve legal and contract administration processes.

Enterprise Risk Management

• Partner with the Director of Compliance in supporting the organization’s Enterprise Risk Management (ERM) process.
• Coordinate the collection, organization, tracking, and maintenance of enterprise risk information, documentation, and records.
• Assist with the preparation of ERM reports, dashboards, meeting materials, and follow-up activities.
• Track identified risk mitigation activities, coordinate required updates with organizational leaders, and support consistent processes for ongoing risk monitoring and reporting.

Corporate Education & Learning Management System Administration

• Administer the organization’s Learning Management System (LMS) and coordinate related corporate education activities.
• Manage educational assignments and maintain accurate training and completion records.
• Monitor required education and follow up on outstanding or overdue assignments.
• Generate LMS reports and compliance tracking information for leaders and organizational needs.
• Support employees and leaders with LMS-related needs and identify opportunities to improve educational workflows.

Executive & Administrative Support

• Provide high-level administrative and operational support to the Chief Legal Officer, Vice President of Human Resources, and Chief Development Officer.
• Coordinate calendars, meetings, appointments, and scheduling as needed to support assigned executives and organizational priorities.
• Prepare and coordinate agendas, meeting materials, presentations, reports, correspondence, and other documents.
• Track action items, deliverables, deadlines, and follow-up to support timely completion.
• Serve as a liaison and point of coordination among organizational leadership, departments, external partners, vendors, attorneys, and other stakeholders.
• Coordinate cross-functional initiatives and administrative activities involving Legal, Human Resources, Development, Compliance, Corporate Education, and other areas as assigned.
• Anticipate administrative and operational needs and provide support based on changing organizational priorities.

Additional Responsibilities

• Manage multiple responsibilities, projects, priorities, and deadlines across assigned functional areas.
• Develop and maintain effective workflows and tracking systems to support efficiency, organization, and accountability.
• Collaborate with departments, leaders, and external partners on cross-functional initiatives and special projects.
• Maintain confidentiality of sensitive organizational information and perform other duties and special projects as assigned.
• Perform other duties and special projects as assigned.

Qualifications

Education

• Bachelor’s degree in business administration, healthcare administration, legal studies, human resources, education, or a related field preferred.
• Relevant experience may be considered in lieu of degree requirements, as appropriate.

Experience

• Experience in healthcare administration, legal operations, contract administration, compliance, corporate education/LMS administration, executive administration, project coordination, or a related area preferred.
• Experience coordinating complex processes, projects, and priorities involving multiple departments and stakeholders.
• Experience supporting C-suite executives and senior organizational leaders preferred.
• Experience administering or supporting a Learning Management System or organizational education program preferred.
• Healthcare environment experience strongly preferred.

Knowledge, Skills & Abilities

• Strong organizational, administrative, and project coordination skills, with the ability to independently manage multiple priorities, deadlines, and workstreams while adapting to changing organizational needs.
• Excellent attention to detail, follow-through, and accountability, with sound judgment and discretion when handling confidential and sensitive information.
• Strong written, verbal, and interpersonal communication skills, with the ability to work effectively across all levels of the organization and with external stakeholders.
• Strong process-improvement skills, including the ability to develop effective workflows, tracking systems, and administrative processes.
• Proficiency with Microsoft Office, Learning Management Systems, and electronic database/tracking systems.
• Knowledge of contract administration, compliance, legal operations, enterprise risk management, or corporate education/LMS processes preferred.

Physical Demands

• Job requires sitting/working at a desk and those functions associated with administrative supporting tasks (reaching, bending and stretching to access drawers, records, shelves).
• Job involves carrying of documents, medical records, books, small equipment.
• Fine manipulation is required as related to writing, typing and computer usage.
• Job requires movement related to walking and standing, fine and gross manipulation related to these activities.
• Job requires visual/perceptive skills as necessary to perform above tasks.
• Job requires functional use of both upper/lower extremities.
• May occasionally require pushing and pulling of up to 40 pounds
• May require frequent bending, occasional squatting, kneeling, reaching above shoulders, forward reaching, and twisting.

Cognitive Demands

• Uses judgment, reviews correspondence, prepares replies to routine and sometimes complex items.
• Requires flexibility of thought, reasoning, organizational skills, and independent problem identification.
• Exceptional attention to detail, discernment, perception and concentration is necessary. Incorporates critical thinking in resolution process.
• Job requires a high degree of writing proficiency including attention to detail, use of proper grammar and punctuation, composition, organization and the ability to express oneself clearly.
• Ability to create drafts of correspondence, memorandums, selected legal forms or similar documents with accuracy and logical sentence and paragraph organization.
• A working knowledge of and familiarity with both professional and legal terminology.
• Job requires a high level of communication skill including expression of abstract/complex ideas, use of negotiation, active listening and an ability to dialogue with multiple parties. Must be able to respond to and/or triage inquiries and requests and prioritize tasks internally.
• Requires the ability to add, subtract, multiply and divide with all units of measure and the ability to perform these operations with common and decimal fractions.
• Must be able to compute ratio, rate and percent.
• Must be able to transfer calculations into bar graphs and charts using computer software.
• Job requires reading, research and auditory comprehension of abstractions and an ability to make inferences.

Work Demands

• Job requires working primarily indoors around and interdependently with others as listed in principal relationships.
• Schedule fluctuation is frequent and at times unpredictable.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

COMPENSATION & BENEFITS
At Hospital for Special Care, we are committed to supporting the health, financial well-being, and professional growth of our team members. The wage range for this position is $47.50 to $73.65. Eligible employees may participate in a comprehensive benefits package that includes employer-subsidized medical and dental, vision insurance; a 403(b) retirement savings plan with an employer match of up to 6%; paid time off; employer-paid life insurance; short-term and long-term disability insurance; a Health Savings Account (HSA) with employer contributions; Flexible Spending Accounts (FSA); an Employee Assistance Program (EAP); tuition reimbursement and professional development opportunities; voluntary benefits, including pet insurance; employee wellness programs with access to our onsite fitness and aquatics center; an employee referral bonus program; and meaningful employee recognition and appreciation initiatives. Eligibility for certain benefits is based on scheduled hours worked.