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program Administrator Job Description

The Meals on Wheels Program Administrator is the key staff person in maintaining the organization’s food preparation and delivery operation for clients.  Our local Meals on Wheels chapter serves clients in Shaker Heights, Beachwood, and University Heights. We are a nonprofit organization overseen by a Board of Directors. We are currently looking for a Program Administrator to manage the coordination of volunteers, deliveries, and other administrative tasks. This is a paid part-time position. Primary duties take place three days per week (MWF mornings) onsite at the Meals on Wheels location. In the afternoon on those days, work can be completed at other locations. On Tuesdays and Thursdays, other tasks can be performed remotely and on a somewhat flexible schedule. 

Responsibilities and Duties

A. Communicate with clients:

1. Respond to current client requests for meal item changes, changes in meal delivery days, and other general requests via both phone and email;
2. Complete intake of information from new clients by interview and completion of their client form and assign new clients to a delivery route;
3. Provide alternative choices for persons not eligible to be a MOW client, e.g. refer to United Way when possible.

 
B. Communicate with volunteers:

1. Interview and collect information from new volunteers and determine where they can best be positioned based on their interests;
2. Respond to phone and email inquiries from current volunteers; establish a consistent line of communication with each shift of kitchen volunteers and drivers;
3. Assist with volunteer training;
4. Establish/update volunteer protocols.

 
C. Kitchen duties:

1. Determine schedule of volunteers who pick up and deliver meals; establish alternate volunteers to contact when absences occur;
2. Keep kitchen and driver volunteer names for each delivery day updated and establish a program for substitution when planned or unexpected absences occur. (Ideally volunteers can ask another member to cover their shift, but this is not always possible).
3. Prepare daily routing sheets for each day's delivery and labels for each client delivery;
4. Prepare/track monthly meal deliveries for each client to be sent to the Treasurer for invoicing and billing on the first week of the following month;
5. Purchase extra food supplies, e.g. water, milk, fruit as needed for meal preparation;
6. Order/purchase supplies as needed, e.g. food prep gloves, hair nets, bags for deliveries;
7. Supervise kitchen operations during meal preparation (MWF mornings);
8. Communicate with food provider regarding weekly meals to be ordered and any other pertinent information;
9. Keep up to date on regulations for food preparation/service and communicate with Cuyahoga County Board of Health.
10. Occasionally deliver food to a client if a volunteer is absent.

 
D. Communicate and work with the Board of Directors:

1. Develop a clear line of communication with the liaison to the Board of Directors (the person to whom this position reports);
2. Attend Board Meetings, which are held every other month via Zoom or in-person, and    report to Board about client census, total meals served, and issues deserving Board attention;
3. Offer input on increasing the client base and efficiency of the organization’s operations;
4. Provide support to the Board in the following areas: fundraising events, newsletter content, outreach for new clients and volunteers, and other community awareness efforts as needed and as determined per conversations with the Board liaison.
   

Skills and Qualifications

• College degree preferred;
• Ability to work and communicate well with seniors, their families/caregivers, and volunteers;
• Patient, kind and compassionate team-player;
• Highly organized;
• Excellent communication and marketing skills;
• Adept with technology, including Word, Excel, Email, Power Point, Google Docs, mobile apps and Quickbooks or ability to easily learn these applications;
• Ability to perform some duties remotely using computer, telephone and internet;
• Home internet access preferred;
• Valid driver license and reliable access to a vehicle;
• Familiarity with the communities/geographic areas served a plus;
• Ability to lift at least 20 lbs.;
• Experience working with a small nonprofit and Board of Directors a plus;
• Nutrition background or experience in working with meal preparation and seniors a plus.
  

Salary and Benefits

Pay Range:  $23,400 - $25,500
Part-time:  25 hours per week
Two weeks PTO
Phone and laptop provided
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission
Potential for pay raise after six months
 
To apply, please email your resume and a brief introduction about yourself and why you would be a good fit for this position to info@mealsonwheelsshaker.org. Candidates will be asked to submit references and undergo a criminal background check before final hiring decision is made.  Interviews begin May 1, 2023.