Program & Resources Assistant

Who We Are

Hively, derived from ‘lively’ and ‘hive’, is a thriving community full of life and energy. At our core, we are a family-centered social impact organization dedicated to multi-generational well-being. Our mission is to strengthen and support children and their families throughout Alameda County. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can significantly change children and parents' possibilities to thrive in life. 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. 

About the role

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. 

• 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

• 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 

• 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 

• 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

Benefits

* Medical, dental and vision plans covered at 100% for the employee 

* Health & Dependent Care FSA

* 15 Paid Holidays + flex holidays!

* Generous paid time off policy

* 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

Welcoming Candidates from All Backgrounds

While we try to be thorough with our prerequisites, not everything about you as a candidate can be condensed into a list of bullet points.

We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

* Note: Benefits described apply for full-time, permanent positions only. Temporary, internships, part-time or contract roles are not generally eligible.