Job details

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.

What You Will Do:

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

What you should bring:

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

Preferred Knowledge, Skills and Abilities:

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

Physical Requirements:

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

$24 - $26 an hour

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.

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.

Average salary estimate

$52032 / YEARLY (est.)

min

max

$49920K

$54144K

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What You Should Know About Program & Resources Assistant, Hively

Hively is seeking a dynamic and organized individual to join our team as a Program & Resources Assistant in Oakland, California. If you’re passionate about supporting families and communities, this role is perfect for you! At Hively, we pride ourselves on being a family-centered social impact organization, dedicated to enhancing the well-being of children and their families throughout Alameda County. As the initial point of contact for our clients, your warm welcome will set a positive tone for their interactions with us. You will manage the flow of parent resources and take on essential receptionist duties, ensuring a welcoming environment in our Oakland office. From processing family needs assessments to helping with our Hively Family Resource Center, your work will play an important role in the services we provide. You’ll communicate effectively with families seeking childcare, maintain accurate and organized records, and collaborate with various community agencies. We are on the lookout for someone who is detail-oriented, customer-focused, and able to juggle various responsibilities while fostering meaningful connections with clients and team members alike. A degree in social services or related experience is preferred, especially if you’re bilingual in Spanish and English. This is a unique opportunity to make a tangible impact in our community while working in an inclusive and supportive environment. If this sounds like you, we encourage you to apply and become a part of our vibrant Hively family!

Frequently Asked Questions (FAQs) for Program & Resources Assistant Role at Hively

What are the main responsibilities of the Program & Resources Assistant at Hively?

As a Program & Resources Assistant at Hively, your main responsibilities will include greeting and assisting clients at our Oakland office, managing and organizing parent resources, processing family needs assessments, and providing educational resources related to childcare. You will also maintain client records, collaborate with community agencies, and help ensure our Family Resource Center is well-stocked and organized. This multifaceted role is centered around delivering exceptional service and support to families.