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program Administrator Job Description
The Meals on Wheels Program Administrator manages the coordination of volunteers who assist in the preparation and delivery of food, 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 Shaker Heights. Other administrative tasks can be performed remotely and on a somewhat flexible schedule. The Program Administrator reports to the Board of Directors through a Board Liaison.
Essential Responsibilities and Duties
Kitchen duties:
1. Supervise kitchen operations during meal preparation (MWF mornings from 8:30 – @12:00);
2. Prepare labels and other necessary paperwork for each day’s deliveries;
3. Determine schedule of volunteers and establish alternate volunteers to contact when absences occur;
4. Contact alternate volunteers for a day’s service, if needed;
5. Monitor delivery of food using provided computer program until all deliveries are completed;
6. Inventory, order/purchase supplies as needed;
7. Communicate with food provider regarding weekly meals to be ordered and any other pertinent information;
8. Keep up to date on regulations for food preparation/service and communicate with Cuyahoga County Board of Health.
9. Occasionally deliver food to a client if a volunteer is absent.
Communicate with clients:
1. Communicate with clients via both phone and email and record client requests;
2. Interview potential new clients;
3. Provide alternative choices for persons not eligible to be a MOW client; e.g. they live outside service area
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. Help establish/update volunteer protocols.
Communicate and work with the Board of Directors and officers:
1. Develop a clear line of communication with the liaison to the Board of Directors;
2. Attend Board Meetings to report about issues deserving Board attention;
3. Offer input on increasing the client base and efficiency of the organization’s operations;
4. Work with Treasurer to ensure accurate record keeping for number of meals served, purchases, etc.
1. Supervise kitchen operations during meal preparation (MWF mornings from 8:30 – @12:00);
2. Prepare labels and other necessary paperwork for each day’s deliveries;
3. Determine schedule of volunteers and establish alternate volunteers to contact when absences occur;
4. Contact alternate volunteers for a day’s service, if needed;
5. Monitor delivery of food using provided computer program until all deliveries are completed;
6. Inventory, order/purchase supplies as needed;
7. Communicate with food provider regarding weekly meals to be ordered and any other pertinent information;
8. Keep up to date on regulations for food preparation/service and communicate with Cuyahoga County Board of Health.
9. Occasionally deliver food to a client if a volunteer is absent.
Communicate with clients:
1. Communicate with clients via both phone and email and record client requests;
2. Interview potential new clients;
3. Provide alternative choices for persons not eligible to be a MOW client; e.g. they live outside service area
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. Help establish/update volunteer protocols.
Communicate and work with the Board of Directors and officers:
1. Develop a clear line of communication with the liaison to the Board of Directors;
2. Attend Board Meetings to report about issues deserving Board attention;
3. Offer input on increasing the client base and efficiency of the organization’s operations;
4. Work with Treasurer to ensure accurate record keeping for number of meals served, purchases, etc.
Skills and Qualifications
1. Experience in professional kitchen or restaurant a plus;
2. Chosen candidate will be required to successfully complete online food safety course if not currently certified;
3. College experience preferred;
4. Ability to work well with seniors, their families/caregivers, and volunteers;
5. Patient, kind and compassionate team-player;
6. Highly organized;
7. Excellent communication skills;
8. Adept with technology with an ability to easily learn new applications;
9. Valid driver’s license and reliable access to a vehicle;
10. Familiarity with the communities/geographic areas served a plus;
11. Ability to lift at least 20 lbs.;
12. Experience working with a small nonprofit and Board of Directors a plus.
2. Chosen candidate will be required to successfully complete online food safety course if not currently certified;
3. College experience preferred;
4. Ability to work well with seniors, their families/caregivers, and volunteers;
5. Patient, kind and compassionate team-player;
6. Highly organized;
7. Excellent communication skills;
8. Adept with technology with an ability to easily learn new applications;
9. Valid driver’s license and reliable access to a vehicle;
10. Familiarity with the communities/geographic areas served a plus;
11. Ability to lift at least 20 lbs.;
12. Experience working with a small nonprofit and Board of Directors a plus.
Salary and Benefits
Salary: $23,500
Hours: Part-time – 20-25 hours per week
Paid time off: one week after six months, then two weeks per year
Laptop and printer provided on site
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission
To apply, please email your resume and a brief introduction about yourself including why you would be a good fit for this position to info@mealsonwheelsshaker.org. Candidates will be asked to submit references and undergo a background check before final hiring decision is made. Interviews begin the week of October 16th, 2023.
Hours: Part-time – 20-25 hours per week
Paid time off: one week after six months, then two weeks per year
Laptop and printer provided on site
Opportunity to work with a group of volunteers dedicated to Meals on Wheels’ mission
To apply, please email your resume and a brief introduction about yourself including why you would be a good fit for this position to info@mealsonwheelsshaker.org. Candidates will be asked to submit references and undergo a background check before final hiring decision is made. Interviews begin the week of October 16th, 2023.