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Manager, Administration (Sport, Science & Medicine)

WTA Tour
St. Petersburg, FL
Administration/General Management: Administrative/Executive Assistant
Department:    Sport Sciences & Medicine
Location:            St Petersburg, FL 
Reports to:         Senior Vice President, Sport Sciences & Medicine and Transitions 
Supervisory Responsibilities:  SS&M Intern and Part-time Supplies Packer
Essential Duties & Responsibilities:
Administration – Medical Services & Health Services:
·         Organize, coordinate, record, and participate in team meetings: weekly operations meetings, departmental strategic planning meetings and year end-retreat 
·         Team communication – maintain SS&M team directory/voice mail/email lists
·         Coordinate/administer all issuing and return of equipment of SS&M team member.
·         Manage all travel related components (flight, hotel, credentials, etc.) inclusive of compiling expense reports and coordinate travel for: Senior VP, SS&M and Transitions, medial advisors and medical consultants
·         Manage administrative needs in preparation for and during annual physicals
·         Coordinate annual Irving Glick Tournament Physician Award of Excellence
·         Coordinate SS&M team, inclusive of medical advisors and medical consultants, travel and hotel bookings as designated and process tournament paper work sent to the office
·         Develop and maintain all centralized business administrative data through spreadsheets
·         Coordinate annual media guide submissions with Communications department
·         Review and update administrative policies and procedures annually with SS&M
·         Assist SVP SS&M and Transitions with committee liaison coordination, projects, and presentations
·         Draft and assist SVP, SS&M and Transitions in sending Concierge notes for applicable events 
·         Assist with the maintenance and tracking of department budgets, process vendor and department invoices
Supplies & Equipment – Health Services:
·         Manage, negotiate, collect bids, maintain inventory and distribution to team and tournaments, for annual medical supplies in conjunction with VP, SS&M. Order, ship and bill the ITF/GS for any supplies ordered through the WTA
·         Oversee the packing of tournament medical supplies and maintain off-site storage/retrieval of supplies
·         Oversee, pack and ship supplies for team “in training” and for team orientations.
·         Manage, inventory and distribute in house, such as, USANA products to SS&M team, WTA staff and to athletes in conjunction with Coordinator, SS&M, Nutrition & Hydration
·         Monitor and manage office supply and equipment needs for SS&M road team and tournaments. 
·         Liaison with shipping agencies and customs.
·         Record Tournament supply feedback from each event and adjust accordingly quantities of medical supplies shipped for the following year. Track and address supply issues from year to year.
·         Track, file (to server) and follow tournament DME’s (Durable Medical Equipment invoicing forms)
·         Printing/distribution of all player and team educational materials (i.e., Physically Speaking, signs, presentations)
·         Coordinate yearly team clothing, when applicable
·         Update and maintain the online supplies catalog as needed with Sr. Manager, SS&M
          Personnel/Human Resources - Medical Services & Health Services:
Develop and maintain on boarding materials and process for each SS&M and Transitions team member. Assemble/print team orientation packets in coordination with the Senior Director, SS&M
·         Tracking of all SS&M team annual requirements and annual update and track signed SS&M team independent contractor contracts/schedules (PHCP's & MT's).
·         Responsible for coordinating and processing medical advisors, medical consultations, physical physician contracts, and medical documentation agreements between tennis entities.
·         Work closely with SVP, SS&M and Transitions to carry out daily operations and special projects.
·         Design and develop SVP, SS&M and Transitions presentations
·         SS&M personnel hard file maintenance.
·         Manage SS&M internship program 
·         Responsible for gathering, maintaining and tracking current annual requirements for each SS&M team member
Business Development:
·         Work closely with SVP, SS&M and Transitions to develop, track, and maintain SS&M business development outreach. 
·         Identify and initiate relationships for potential partnerships specifically in the health, wellness, and performance field.
·         Maintain SS&M Business Development (& WTA Labs) tracking sheet, develop SS&M packet and presentation, work closely with SVP SS&M and Transitions to develop and facilitate plan 
Athlete Care:
·         Assist in biomechanical services with the processing and shipment of orthotics and/or orders (back- up when coordinator is at a tournament), when needed
·         Processing player supply orders
·         Bachelors degree in Business or related field
·         3-5 years' experience in administration in an office environment
·         Must be able to lift and/or carry packages weighing 50lbs
·         Ability to identify and apply new systems and efficiencies
·         Extensive knowledge of Microsoft Office programs including Word, PowerPoint, Excel, and Access
·         Highly detail oriented
·         Project Management 
·         Strong written and oral communication skills of a professional demeanor
·         Active listening skills 
·         Proactive problem solving 
·         Leadership skills 
·         Ability to delegate, inspire, and communicate effectively 

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