Sr. Program and Operations Support Specialist

Hively; Town of Oakland (WI); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Hively seeks an experienced Program & Operations Support, Sr. Specialist to bolster the Mental Health Department. You will handle EHR maintenance, file preparation, and data accuracy while coordinating with teams across sites. The role requires organizational excellence, adaptability, and proactive process improvement.

As a Senior Specialist, you will ensure timely credentialing, accurate clinical files, and robust SOP management, with occasional travel between Pleasanton and Oakland offices.

Qualifications

• Must be exceptionally organized and tech-savvy.
• Experience supporting administrative operations in health or social services.
• Ability to manage multiple tasks and adapt to shifting priorities.

Responsibilities

• File preparation, intake files, archiving, and discharge closeout checklists.
• Develop and maintain the department's Notion SOPs and documentation.
• Process external client record requests securely and in HIPAA-compliant manner.

Skills

Highly organized

Tech-savvy

Administrative coordination

Data entry

Tools

Notion

EHR systems

Scheduling software

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.