Senior Administrative Assistant

Hope Program, A Licensed Clinical Social Worker Professional Corporation•San Ramon, CA

9d•$52,637 - $75,929•Onsite

About The Position

The Senior Administrative Assistant & Program Manager provides high-level administrative and program management support to leadership and multidisciplinary teams in a healthcare and social services environment. The role supports efficient workflows, coordination, accountability, and timely execution of organizational and program priorities, serving as a coordination point among leadership, Clinical, Operations, Finance, HR, Training & Development, and external stakeholders. The position manages complex calendars, meetings, events, projects, and operational initiatives; prepares reports and presentations; maintains confidential patient and organizational information; and supports process improvement. It coordinates program initiatives from planning through implementation and completion, tracks timelines and deliverables, facilitates cross-functional collaboration, identifies operational gaps, and ensures follow-through. The work is primarily on-site in a forensic mental health facility, with responsibilities across office, clinic, community, and correctional settings. Regional travel is required as needed, and some evenings or flexible hours may be required.

Requirements

Associate's degree in Business Administration, Healthcare Administration, Project Management, or a related field, or an equivalent combination of education, training, and relevant professional experience.
At least 5 years of administrative or operational experience, including at least 2 years in healthcare, social services, government, or another regulated environment.
Demonstrated experience coordinating projects, tracking deliverables, managing timelines, and facilitating cross-functional initiatives.
At least 5 years of intermediate experience using Microsoft and Google Office Suite, including Word, Excel, PowerPoint, and Outlook.
Proficiency with standard office equipment, including printers, scanners, and copiers.
Strong ability to manage multiple priorities and deadlines, including 3 or more calendars and 5 or more concurrent projects.
Ability to coordinate initiatives from planning through execution, establish timelines, monitor deliverables, identify barriers, and ensure accountability and follow-through.
Clear and professional written and verbal communication skills.
Discretion and attention to detail when handling sensitive patient and organizational information.
Ability to independently identify operational challenges, evaluate solutions, implement improvements, and adapt in a fast-paced environment.
Ability to take ownership of projects and influence progress across departments without direct supervisory authority.
Experience supporting cross-functional projects and initiatives and collaborating with multiple departments.
Ability to travel regionally as required.
Ability to stand, walk, or remain stationary for extended periods; lift and carry objects weighing 25–50 pounds; and safely navigate office, clinic, and community environments, with or without reasonable accommodation.

Nice To Haves

Bachelor's degree or higher in Business Administration, Healthcare Administration, Project Management, or a related field.
Experience in program management, project coordination, or operations management within a healthcare or social services organization.
Experience with Electronic Health Record (EHR) systems and knowledge of HIPAA and California healthcare privacy regulations.
Familiarity with project management tools such as Asana, Trello, or Smartsheet and with process improvement methodologies.
Certification in project management or administrative support, such as CAP, AAP, CAPM, or PMP.
Prior experience coordinating onboarding for 5 or more new employees and providing ongoing administrative support in a healthcare setting.
Experience supporting multi-site operations, program implementation, or organizational initiatives involving multiple departments and stakeholders.

Responsibilities

Manage complex calendars, meetings, and appointments for senior leadership and healthcare teams.
Handle internal and external communications, including email, phone, and written correspondence.
Prepare, review, and distribute reports, presentations, agendas, and organizational documents.
Coordinate logistics for leadership meetings, events, training sessions, and departmental activities.
Take meeting notes, document decisions, track action items, and follow up on assigned responsibilities.
Anticipate administrative needs and proactively support leadership and staff priorities.
Coordinate assigned program initiatives, projects, and operational priorities from planning through completion.
Develop and maintain project plans, timelines, deliverables, action logs, and tracking systems.
Monitor program activities and milestones, identify delays or barriers, and escalate issues to leadership.
Coordinate cross-functional initiatives involving Clinical, Operations, Finance, HR, Compliance, and Training & Development.
Facilitate program meetings, prepare agendas, document outcomes, and monitor follow-through.
Support the development and maintenance of program procedures, workflows, SOPs, and operational documentation.
Monitor program deliverables and reporting requirements for accuracy, completeness, and timely submission.
Identify opportunities to improve workflows, streamline processes, and strengthen operational consistency across locations.
Support program planning, implementation, organizational changes, and continuous improvement initiatives.
Provide leadership with updates on project status, outstanding deliverables, and operational priorities.
Maintain confidential patient and organizational records in compliance with HIPAA, California privacy laws, and organizational policies.
Support new-staff onboarding and provide ongoing administrative and operational assistance to team members.
Coordinate compliance-related administrative requirements, documentation, audits, and operational readiness.
Track training requirements, certifications, program deadlines, and other assigned obligations.
Travel regionally to offices, clinics, and program sites as required.
Perform additional duties as assigned.