Robert Half is hiring: Sr. Administrative Assistant- HYBRID in San Diego

Job Overview:

Robert Half is recruiting on behalf of a nonprofit organization seeking a Senior Program Administrator (HYBRID). This position will play a critical role in advancing the nonprofit’s mission of supporting small business owners from underserved communities. The Senior Program Administrator will manage key operational, financial, and outreach activities, including governance support, grant oversight, and participant engagement. This position is hybrid (2 days remote, 3 days in office).

Key Responsibilities:

Governance & Leadership Support

• Coordinate scheduling, communication, and documentation for board meetings and executive sessions.
• Provide logistical support to leadership during travel and staff transitions, managing follow-up tasks.
• Ensure compliance with legal and organizational policies by maintaining accurate records and overseeing relevant activities.

Financial Oversight & Budget Management

• Generate purchase orders to procure necessary services and resources for program delivery.
• Manage invoicing, billing, and collections for program participants and clients.
• Track and process payments for vendors and ensure accurate financial reporting on program expenses.
• Monitor revenue and expenditures, providing detailed financial tracking for program-related activities.

Grant Management & Compliance

• Monitor grant awardees to ensure compliance with requirements and timely fund distribution.
• Collaborate with the finance team to oversee program budgets, expenses, and payment schedules.
• Develop and update operating procedures to streamline grant oversight processes.
• Conduct outreach to potential funders and maintain ongoing communication for new grant opportunities.

Participant Engagement & Program Outreach

• Create and distribute weekly and monthly updates to program participants, informing them of new resources and opportunities.
• Work closely with partners to maintain brand consistency and align program initiatives with the organization’s mission.

Additional Administrative Support

• Provide general administrative and operational assistance to other departments as needed.

Qualifications:

• Highly organized with strong attention to detail.
• Experience in financial management, including budgeting, invoicing, and tracking expenses.
• Strong communication skills, both written and verbal, with the ability to engage diverse stakeholders.
• Capable of working independently and managing multiple projects efficiently.
• Familiarity with CRM platforms, project management tools, and Excel is preferred.