Program 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 Programs Assistant is an organized, detail-oriented, team-focused, and customer-centric individual who will provide essential administrative and clerical support to Hively Programs, with a specific focus on facilitating mental health intake and scheduling processes.

Schedule

This role is fully onsite and will be normally scheduled Monday - Friday from 10:30 am - 7 pm.

• Provide general clerical and administrative support to the Hively teams
• Serve as the first point of contact for internal and external clients, providing general support to visitors and answering and directing calls
• Manage incoming and outgoing mail, including sorting, distributing, and preparing mail for pickup or delivery
• Conduct initial intake screenings, gathering necessary information and documentation
• Schedule and confirm mental health appointments for clients, ensuring appropriate provider matching and timely service delivery
• Maintain accurate and confidential records of mental health intakes, appointments, and client interactions
• Organize and schedule other appointments as needed
• Draft and distribute emails, correspondence, memos, letters, faxes, and forms
• Assist in the preparation of any regularly scheduled reports
• Maintain filing systems (both physical and electronic)
• Input and maintain accurate information in databases, paper files, and electronic files
• Compile, reconcile, validate, and produce program data reports for daily, weekly, monthly, quarterly, and special assignments
• Accurately capture service records and financial transactions
• Create and maintain resources in Google Drive and Notion
• Conduct outreach services
• Assist with maintaining our Family Resource Centers 
• Perform receptionist duties, including maintaining the office lobby and resources, and managing office supplies
• Help to maintain a clean and orderly office environment, completing opening and closing tasks 
• Cover other Hively offices as needed
• Other duties as assigned

• 1+ years of administrative support experience
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Proficiency in Microsoft Office software and Google Suite
• Knowledge of standard business office procedures.
• Excellent oral and written communication skills
• Ability to develop and maintain positive 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

• BA/BS with major coursework in social services/human development or a related field
• Bilingual in Spanish and English
• Experience delivering services to diverse populations
• Previous experience working for a non-profit organization
• Experience or training in mental health intake procedures and scheduling
• Knowledge of HIPAA regulations and client confidentiality practices related to mental health services

• 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.