Sr. Program and Operations Support Specialist

Who We Are

Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve.

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect.

We are seeking an administrative superstar to join our expanding Mental Health Department as a Program & Operations Support, Sr. Specialist. This individual will be a central pillar of our team, providing versatile, high-level operational support across all areas of mental health administration. If you are exceptionally organized, tech-savvy, and look for proactive ways to "jump in" and optimize and support workflows, this role is a perfect match.

As a Senior Specialist, you must possess the agility to shift priorities daily based on the shifting needs of the department. You will handle essential foundational administrative functions, ensuring our provider credentialing is timely, clinical files are prepared with precision, and our electronic health record database is maintained. You will also engage with clients through appointment reminders, general outreach and scheduling support.

You will be responsible for accurately entering data into our EHR, assisting with reporting, managing the teams SOPs, and supporting with other administrative tasks that arise.

This role floats between our Pleasanton and Oakland office. The preferred schedule will be:
Monday
- Wednesday:
Pleasanton;
Thursday
- Friday:
Oakland. Ability to travel between sites within the same day at times will be needed. Ability to travel to San Leandro on occasion.

• File Preparation & Closeout: Spearhead foundational clerical workflows, including preparing comprehensive intake files, archiving hard copies, and managing rigorous file closeout checklists for discharged clients.

• Notion SOP Architecture: Serve as the primary point person to develop, manage, organize, and maintain the department's Notion page, ensuring all Standard Operating Procedures (SOPs) are documented and up to date.

• Compliance & Records Execution: Process external client record requests securely and in full accordance with regulatory and HIPAA standards.

• EHR Support: Support the team's research, selection, and structured migration to a new Electronic Health Record (EHR) system. Serve as an admin-level power user executing routine system maintenance, user support, data entry, and data integrity audits. Regularly input new clinical information and cross-reference data for accuracy.

• Client Status Coordination: Act as a primary administrative liaison for the clinical team. Proactively manage coordination with clinicians to track client statuses, support monitoring discharge workflows, and support with outgoing clinician schedule changes to ensure clinic spaces are maximized.

• Contract Credentialing: Manage provider insurance enrollment and credentialing workflows for Medi-Cal contracts, including CAQH, PAVE, Alameda Alliance for Health, and ACBH roster updates.

• Billing & Intake Cross-Coverage: Act as a dependable, highly trained backup for weekly service data entry (billing) in Smart Care and client scheduling/intake management during high-volume periods or staffing gaps. Support intake with speciality mental health screenings, as needed.

• Referral Support
  :
  Ensure new referrals are tracked and entered into EHR in a timely…