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 Management, or a related field preferred.

• 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 (e.g., Asana, Trello, Smartsheet) and process improvement methodologies.

• Certification in project management or administrative support (e.g., CAP, AAP, CAPM, or PMP).

• Prior experience coordinating onboarding for 5+ 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.

Skills & Competencies

• Organizational & Multitasking: Strong ability to manage multiple priorities and deadlines simultaneously, including 3+ calendars and 5+ concurrent projects.

• Program & Project Management: Ability to coordinate initiatives from planning through execution, establish timelines, monitor deliverables, identify barriers, and ensure accountability and follow-through.

• Technical Proficiency: Advanced experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google platforms, and other software tools; skilled in project coordination, event planning, reporting, and scheduling logistics.

• Communication: Clear and professional written and verbal communication skills, including drafting correspondence for internal and external stakeholders, facilitating meetings, and documenting outcomes.

• Attention to Detail & Confidentiality: Meticulous and discreet in handling sensitive patient and organizational information, ensuring compliance with HIPAA and internal privacy policies.

• Problem-Solving & Adaptability: Demonstrated ability to independently identify operational challenges, evaluate solutions, implement improvements, and adapt in a fast-paced, dynamic healthcare environment.

• Leadership & Accountability: Ability to take ownership of assigned projects, influence progress across departments without direct supervisory authority, and ensure commitments and deliverables are met.

• Team Collaboration: Proven experience supporting cross-functional projects and initiatives, working effectively with multiple departments to streamline workflows and improve operational efficiency.

Work Environment

• Full-time, primarily on-site within a forensic mental health facility serving justice-involved clients, with responsibilities spanning office, clinic, and community/correctional settings.

• Capable of maintaining confidentiality while working and meeting in an open-space environment.

• Frequent movement between offices, clinic rooms, and community/correctional sites; regular interaction with clients, clinical teams, probation/parole officers, courts, and external partners.

• Fast-paced, high-accountability environment requiring adaptability, poise under pressure, and professional composure.

• Close collaboration with Clinical, Operations, Finance, HR, Compliance, and Training & Development teams is expected.

• Exposure to complex client populations, legal entities, and multidisciplinary teams.

• Some evenings or flexible hours may be required to support program needs.

Physical Requirements (with or without reasonable accommodation)

• Mobility: Ability to stand, walk, or remain stationary for extended periods during site visits, therapy sessions, or meetings.

• Lifting/Carrying: Ability to lift and carry objects weighing 25–50 pounds, with or without reasonable accommodation.

• Manual Dexterity: Ability to operate computers, EMR systems, digital health platforms, office equipment, and handle documentation.

• Vision/Hearing: Ability to perform essential job functions involving reading reports, reviewing documentation, observing relevant activities, and communicating with clients, staff, and stakeholders, with or without reasonable accommodation.

• Navigation: Ability to safely navigate office, clinic, and community environments while interacting with clients, staff, and stakeholders.

• Travel: Ability to travel regionally as required to fulfil job responsibilities, including extended periods of travel when necessary, with or without reasonable accommodation.

Equal Employment Opportunity

We are an Equal Opportunity Employer committed to fostering an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, ancestry, citizenship, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, breastfeeding status, medical condition, genetic information, disability, military or veteran status, or any other protected status under federal, state, or local law, including the California Fair Employment and Housing Act (FEHA).

We provide reasonable accommodations to applicants and employees with disabilities. If you require assistance or accommodation during the application or hiring process, please notify us.