Sr. Program and Operations Support 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

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

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.

Location & Schedule

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.

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 3+ 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

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

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.

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.