Senior Mental Health Programs & Operations Specialist

Hively; Oakland (CA); Hybrid; USD 70,000 - 95,000; Full time

Benefits offered by this job

Health plans

Dental and vision coverage

Paid holidays

Paid time off

Tuition reimbursement

403(b) plan

SEP-IRA contributions

Learning & development

Financial wellness program

Job summary

Hively is seeking an Administrative Sr. Specialist in the Mental Health Department. The role centers on high-level operational support, credentialing, EHR maintenance, and client coordination across Pleasanton and Oakland.

The position requires strong organizational skills, tech-savviness, and proactive workflow optimization. Expect diverse admin tasks, data entry accuracy, and cross-site collaboration in a value-driven nonprofit setting.

Qualifications

• 3+ years of administrative or operational experience in healthcare or community settings.
• Strong independent judgment, ability to spot gaps, and proactive support.
• Advanced Google Sheets/Excel skills for data auditing and reporting.
• Solid knowledge of HIPAA and data security practices.
• Experience with medical or behavioral health environments preferred.
• Familiarity with workflow improvement and data handling.

Responsibilities

• EHR and Records: prepare intake files, archive documents, manage closeout checklists, and support data integrity.
• Notion SOP: maintain department SOPs and Notion workspace.
• Compliance: process external client record requests per HIPAA standards.
• EHR migration: support selection and migration to new EHR; admin-level maintenance and data accuracy.
• Clinician Coordination: track client statuses and adjust clinician schedules.
• Credentialing: manage Medi-Cal provider enrollment and CAQH/PAVE updates.
• Billing/Intake: back up weekly billing in Smart Care and assist with scheduling.
• Lead follow-up: reminders for next-day intake and outreach for mental health leads.
• Dynamic tasking: adapt daily priorities to department needs.
• Eligibility support: gather missing information and verify eligibility in real time.

Skills

Administrative experience

HIPAA knowledge

Excel/Google Sheets

Data entry accuracy

Notion

EHR system knowledge

Communication & coordination

Education

Bachelor's degree preferred

Tools

Notion

Exym EHR

Zendesk

Google Workspace

Smart Care

Job description

Hively is seeking an Administrative Sr. Specialist in the Mental Health Department. The role centers on high-level operational support, credentialing, EHR maintenance, and client coordination across Pleasanton and Oakland.

The position requires strong organizational skills, tech-savviness, and proactive workflow optimization. Expect diverse admin tasks, data entry accuracy, and cross-site collaboration in a value-driven nonprofit setting.