Program and Operations Support Specialist

Tri-Valley Career Center; Oakland (CA); On-site; USD 40,000 - 43,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Health & Dependent Care FSA

Holidays & PTO

Tuition Reimbursement

Employee appreciation

Life & Disability Insurance

403(b) plan

SEP-IRA with 5% employer contribution

Learning & Development

Financial wellness program

Competitive salary

Job summary

Hively is seeking an Administrative Program & Operations Support, Sr. Specialist to bolster the Mental Health Department in Alameda County.

The role combines high-level administrative duties with cross-functional coordination, data integrity, and workflow optimization. You will lead SOP development in Notion, support EHR migrations, ensure HIPAA-compliant records handling, and coordinate with clinicians while managing credentialing and referrals.

Qualifications

• 1–2 years of administrative or operational experience in a healthcare or community-based setting.
• Independent judgment and proactive problem solving in a fast-paced environment.
• Advanced Google Sheets and Excel skills for data manipulation and reporting.
• HIPAA knowledge and data security best practices.

Responsibilities

• Prepare intake files, archive records, and manage discharge closeout checklists.
• Develop and maintain the department's Notion SOPs and documentation.
• Process external client record requests per HIPAA and regulatory standards.
• Support migration to a new EHR system, perform admin-level maintenance and data integrity audits.
• Coordinate with clinicians to track client statuses and adjust schedules as needed.
• Manage Medi-Cal provider credentialing workflows (CAQH, PAVE, Alameda Alliance, ACBH).
• Back up weekly service data entry in Smart Care and support scheduling during high-volume periods.
• Lead intake reminders and follow up on mental health leads from events and referrals.
• Assist with eligibility checks and real-time verification as processes evolve.

Skills

Google Sheets

Excel

Data manipulation

HIPAA

Spanish

Education

Bachelor's degree

Tools

Notion

Exym EHR

Zendesk

Smart Care

Google Workspace

Job description

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 & Culture

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.

The Opportunity

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.

What You Will Do

EHR and Records:

• 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.

Clinician Coordination & Provider Credentialing

• 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.

Program Coordination & Multi-System Coverage

• 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 fashion, as needed, to support the Intake team.
• Lead Tracking & Outreach: Execute next-day intake appointment reminders to maximize clinic attendance, and diligently follow up on mental health leads gathered at community engagement events.
• Dynamic Priority Management: Demonstrate a high level of autonomy and adaptability by shifting daily tasks and project focus smoothly in response to immediate operational demands, high-volume periods, or urgent department needs.
• Eligibility Support: follow-up to clients on outstanding information needed to ensure eligibility; check eligibility in real time as needed and as our process evolves

What You Should Bring

• Minimum 1-2 years of administrative or operational experience within a healthcare or community-based organization setting.
• A proven track record of exercising exceptional independent judgment, recognizing operational gaps, and stepping in proactively to support team members.
• Advanced Google Sheets / Excel Skills: Proficient in data manipulation, utilizing filters, formulas, and advanced functions to audit information and prepare crisp operational reports.
• Solid foundational knowledge of HIPAA policies, confidentiality parameters, and data security best practices.
• Previous experience in medical or behavioral health environment
• Experience in workflow process development and identifying areas for process improvement
• Strong attention to detail and comfort working with data
• Spanish preferred

Preferred Knowledge, Skills And Abilities

• Bachelor's degree preferred
• Working familiarity with the Medi-Cal system of care and county behavioral health contract requirements.
• Prior operational familiarity or administrative proficiency with Smart Care, Exym EHR, Zendesk, Notion, and the Google Workspace ecosystem.

$28.80 - $31 an hour

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant's experience, specialized skills, and internal alignment.

Benefits

• Medical, dental, and vision plans covered at 100% for the employee
• Health & Dependent Care FSA
• 14 Paid Holidays + 4 flex holidays, including your birthday!
• Generous paid time off policy (over 3 weeks per year)
• Tuition Reimbursement ($1,000/year)
• Employee Appreciation Program
• Life & Long Term Disability Insurance covered 100% by Hively
• 403(b) plan
• SEP-IRA plan with an employer contribution of 5% of annual salary
• Learning & Development Opportunities
• Financial wellness program with unlimited access to personal financial advisors
• Industry competitive salary ranges
• Note: Benefits described apply to full-time, permanent positions only. Internships, temporary, part-time, or contract roles are not generally eligible for most benefits.

Welcoming Candidates from All Backgrounds

Hively is proud to be an equal opportunity employer. We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

Please note that applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.