Daily Operations Coordinator
Minuteman Senior Services · Burlington, MA 01803
GENERAL SUMMARY:
Reporting to the Nutrition Program Director, the Nutrition Daily Operations Coordinator works from our Burlington, MA office* and provides daily congregate (12 sites) and the Meals on Wheels (MOW) home-delivered meal program support via both e-mail and phone. The Coordinator monitors the daily activities of the sites and MOW programs. In addition, the Coordinator provides clerical assistance and data entry for the Nutrition Program.
Schedule: Monday - Friday, 8:30 a.m. to 2:00 p.m.
ESSENTIAL FUNCTIONS:
Responsibilities related to Congregate Sites
- Order meals and supplies from caterer.
- Monitor daily changes in meal counts.
- Data collection and entry into data base.
- Resolve complaints of shortages, omissions from meal sites.
Responsibilities related to Meals on Wheels - Home Delivered Meals Program
- Authorize MOW delivery to start and place meals on routes.
- Coordinate efforts with Information and Referral (I & R) and Home Care for assessment and intake of State Home Care clients into the MOW Program.
- Handle day-to-day consumer needs (routing, daily changes, start-up, special diets, and Information & Referral).
- Maintain client records and prepare client-related statistics using written records and database system as appropriate.
- Order Meals from caterer
- Manages daily uploads into MOW’s delivery app.
- Monitors Change of Condition dashboard.
- Offers daily support to Dining Coordinators.
- Maintain monthly reports for care plans and suspended services.
- Review monthly caterer billing. Confirm/Validate Invoices.
- Perform other duties as assigned by supervisor.
COMPETENCIES NEEDED:
Problem Solving—identifies and resolves problems in a timely in conversation with the Nutrition Program Director
Customer Service Skills – demonstrates good listening skills, self-control, empathy, humor and positivity.
Oral Communication— has excellent phone skills with ability to communicate clearly and effectively, using good judgment, speaks clearly and empathetically in positive or negative situations.
Planning/organizing—prioritizes and plans work activities, uses time efficiently, has strong organizational and problem-solving skills.
Computer Skills–demonstrates a comfort level with, knowledge and ability to use computer and related software including word processing, e-mail, calendaring, and databases.
Quality Control—demonstrates accuracy and thoroughness and monitors own work to ensure quality.
Adaptability—adapts to changes in the work environment, manages competing demands and able to deal with change, delays or unexpected events.
Dependability—consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
WORK ENVIRONMENT:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is largely a sedentary role; however, some standing may be required when operating photocopier.
PHI and PII:
- This role has access to Protected Health Information (PHI) and therefore the employee must adhere to Minuteman’s confidentiality policy and HIPAA regulations.
- This role has access to Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman’s confidentiality policy and MA Executive Order 504.
- This role has access to Protected Health Information (PHI) and Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman’s confidentiality policy, HIPAA regulations, and MA Executive Order 504.