Program & Resources Assistant (Bilingual - Spanish)

Hively; Oakland (CA); On-site; USD 33,000 - 36,000; Full time

Benefits offered by this job

Medical, dental, and vision plans for

Health & Dependent Care FSA

Paid holidays

Tuition Reimbursement

Life & Long Term Disability Insurance

SEP-IRA with 5% employer contribution

Learning & Development opportunities

Job summary

Hively in Oakland is seeking a Program & Resources Assistant to act as the front desk contact, manage parent resources, and coordinate the community closet. The role supports referrals, data entry, and resource delivery to families served by Hively.

The position requires bilingual Spanish and English abilities, strong organizational skills, and experience in human services or related education. Office-based with travel to other Alameda County locations as needed.

Qualifications

• Experience in a human services agency or equivalent educational degree.
• Bilingual in Spanish and English.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

Responsibilities

• Provide a warm welcome to Hively guests.
• Perform receptionist duties for our Oakland Office such as maintaining the lobby and resources, and assist in maintaining office supplies.
• Assist in maintaining a clean and orderly office environment.
• Process family need assessment forms and provide resources to families based on their need.
• Issue enhanced referrals to Stage 1 clients.
• Track Hively client surveys.
• Manage and maintain the Hively Family Resource Center in Oakland, ensuring it is stocked and organized.
• Create and maintain new family enrollment welcome bags.
• Input and maintain accurate information in databases and files; create/modify documents and reports.
• Provide referrals and educational resources for families seeking childcare.
• Produce program data reports on various schedules.
• Capture service records and financial transactions accurately.
• Maintain confidential participant records and TrustLine apps per requirements.
• Maintain relationships with community agencies and develop referral sources.
• Create resources in Google Drive and Notion.
• Conduct outreach and collaborate on projects in Pleasanton, Fremont and Oakland.
• Provide backup to Intake and Provider Support roles.

Skills

Bilingual in Spanish and English

Strong organizational skills

Excellent communication skills

Microsoft Office

Google Suite

Education

BA/BS in social services or related field

Tools

Google Drive

Notion

Google

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. If this resonates with you, we invite you to apply to join our team.

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

The Program & Resources Assistant is an organized, detailed, team oriented, customer focused individual who will be the front desk initial point of contact for clients at Hively. The Program Assistant will be responsible for managing the flow of parent resources, education and the community closet. They are also responsible for making appropriate referrals to internal departments and external agencies.

What You Will Do:

• Provide a warm welcome to Hively guests
• Perform receptionist duties for our Oakland Office such as maintaining the office lobby and resources, and assist in maintaining office supplies including organizing the US and Internal Mail
• Assist in maintaining a clean and orderly office environment
• Process family need assessment forms and provide resources to families based on their need
• The program assistant will be responsible for issuing enhanced referrals to Stage 1 clients
• Track Hively client survey
• Manage and maintain the Hively Family Resource Center in Oakland, ensuring it is well-stocked and organized
• Create, track and maintain new family enrollment welcome bags
• Input and maintain accurate information in appropriate databases, paper files or electronic files. Create or modify various documents, reports, and schedule appointments using Google
• Provide referrals and educational resources for families looking for childcare
• Compile, reconcile, validate, and produce program data reports for daily, weekly, monthly, quarterly, and/or special assignments as needed
• Accurately capture service records and financial transactions as assigned
• Maintain required confidential participant records and TrustLine applications according to department, agency, local, State, and Federal requirements
• Maintain relationships with community agencies that refer clients to the program and contribute to developing new referral sources
• Create and maintain resources in Google Drive and Notion
• Conduct outreach services and collaborate with community services and the communications department for special projects conducted in Pleasanton, Fremont and Oakland
• Provide backup to Intake and Provider Support positions
• Other duties as assigned

What you should bring:

• Experience in a human services agency or equivalent educational degree
• Bilingual and fluent in Spanish and English
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Experience using Microsoft Office software and Google Suite
• Knowledge of all aspects of business office procedures
• Ability to communicate effectively both orally and in writing
• Ability to develop and maintain good working relationships with diverse groups of people
• Basic math skills
• Strong organizational skills
• Flexibility to travel to and work from other Hively office locations in Alameda County as needed
• Donation pick up

Preferred Knowledge, Skills and Abilities:

• BA/BS with major coursework in social services/human development or related field
• Experience in the delivery of services to a diverse population
• Previous experience working for a non‑profit

Physical Requirements:

• Ability to sit at a desk, conference table, or in meeting rooms of various configurations for extended amounts of time
• Ability to stand for extended amounts of time
• Manual dexterity to use a telephone and computer
• Facility to hear and understand speech at normal room levels, and to hear and understand speech on phone
• Facility to speak in audible tones so that others may understand clearly in normal conversations and over the telephone
• Physical agility to lift and carry up to 20 pounds and to bend, stoop, walk and reach overhead
• Physical agility to push/pull, squat, twist and turn
• Mental acuity to perform the essential functions of this position in an accurate and timely fashion; to make good judgments and decisions; and to evaluate the results of decisions and judgments

$24 - $26 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