Senior Administrative Assistant
Company: Hope Program, A Licensed Clinical Social Worker Professional Corporation
Role summary
Senior Administrative Assistant is a full-time role at Hope Program, A Licensed Clinical Social Worker Professional Corporation in San Ramon, California, United States (on-site). Posted 2026-10-30. Salary: USD 52,637–75,929 per year. Experience level: 5-10. No degree required.
- Job title
- Senior Administrative Assistant
- Company
- Hope Program, A Licensed Clinical Social Worker Professional Corporation
- Location
- San Ramon, California, United States
- Work arrangement
- on-site
- Employment type
- full-time
- Category
- Administrative
- Salary
- USD 52,637–75,929 per year
- Experience level
- 5-10
- Degree required
- No
- Date posted
- 2026-10-30
You would be a vital part of a meaningful healthcare and social services team, helping to keep operations running smoothly behind the scenes. It is a fantastic opportunity to take on more responsibility in a stable environment where your experience is valued more than a specific degree.
Job description
Senior Administrative Assistant & Program Manager
About the Role
The Senior Administrative Assistant & Program Manager is a key contributor to the effective administration, coordination, and operational management of our healthcare and social services programs. This position provides high-level administrative and program management support to leadership and multidisciplinary teams, ensuring efficient workflows, effective coordination, accountability, and timely execution of organizational and program priorities.
In addition to providing executive and administrative support, this role is responsible for coordinating and monitoring program initiatives, managing project timelines and deliverables, facilitating cross-functional collaboration, identifying operational gaps, and ensuring follow-through on assigned priorities. The position serves as a central coordination point between leadership, Clinical, Operations, Finance, HR, Training & Development, and external stakeholders.
The Senior Administrative Assistant & Program Manager will manage complex calendars, coordinate meetings and events, oversee assigned projects and operational initiatives, prepare reports and presentations, maintain confidential patient and organizational information, and support process improvement efforts. This role requires strong organizational and project management capabilities, sound judgment, discretion, initiative, and the ability to independently manage multiple priorities in a fast-paced, highly regulated healthcare environment.
Responsibilities
Administrative & Leadership Support
Manage and coordinate complex calendars, meetings, and appointments for senior leadership and healthcare teams, ensuring efficient scheduling and minimal conflicts.
Serve as a central point of contact for internal and external communications, including email, phone, and written correspondence, maintaining professionalism and timely responses.
Prepare, review, and distribute reports, presentations, meeting agendas, and organizational documents with precision and attention to detail, supporting leadership decision-making.
Coordinate logistics for leadership meetings, events, training sessions, and departmental activities, ensuring all necessary resources and materials are available.
Take detailed meeting notes, document decisions, track action items, and ensure timely follow-up and completion of assigned responsibilities.
Anticipate administrative needs of leadership and staff, providing proactive support and ensuring timely execution of priorities.
Program & Project Management
Coordinate and manage assigned program initiatives, projects, and operational priorities from planning through implementation and completion.
Develop and maintain project plans, timelines, deliverables, action logs, and tracking systems to ensure accountability and progress against established objectives.
Monitor program activities and operational milestones, identify potential delays or barriers, and proactively escalate issues requiring leadership attention.
Coordinate cross-functional initiatives involving Clinical, Operations, Finance, HR, Compliance, and Training & Development to support effective program execution.
Facilitate program meetings, prepare agendas, document outcomes, and monitor follow-through on decisions and assigned action items.
Support the development, implementation, and maintenance of program procedures, administrative workflows, standard operating procedures (SOPs), and operational documentation.
Monitor assigned program deliverables and reporting requirements, ensuring documentation is accurate, complete, and submitted within established timelines.
Identify opportunities to improve administrative and program workflows, streamline processes, and strengthen operational consistency across locations.
Support leadership with the coordination of program planning, implementation, organizational changes, and continuous improvement initiatives.
Maintain visibility into project status, outstanding deliverables, and operational priorities, providing regular updates to leadership.
Operations & Compliance Support
Maintain confidential patient and organizational records in compliance with HIPAA, California privacy laws, and applicable organizational policies.
Support the onboarding of new staff and provide ongoing administrative and operational assistance to team members.
Coordinate with departments to support compliance-related administrative requirements, documentation, audits, and operational readiness.
Assist with tracking training requirements, certifications, program deadlines, and other assigned organizational obligations.
Travel within the region to other office locations, clinics, and program sites as required to support administrative and program operations.
Perform additional duties as assigned, demonstrating flexibility and adaptability in a dynamic healthcare environment.
Minimum Qualifications
Education: Associate's degree (AA/AS) in Business Administration, Healthcare Administration, Project Management, or a related field, or an equivalent combination of education, training, and relevant professional experience in a comparable administrative, program coordination, or operational role.
Experience: Minimum 5 years of administrative or operational experience, with at least 2 years in healthcare, social services, government, or other regulated environments.
Program/Project Coordination: Demonstrated experience coordinating projects, tracking deliverables, managing timelines, and facilitating cross-functional initiatives.
Technical Skills: Minimum 5 years of intermediate experience using Microsoft and Google Office Suite (Word, Excel, PowerPoint, Outlook) and proficiency with standard office equipment, including printers, scanners, and copiers.
Preferred Qualifications
Education: Bachelor's degree or higher in Business Administration, Healthcare Administration, Project Ma