Meal Program Coordinator

Position Overview

Job Title: CHSP Meal Program Coordinator

Organization: PDX Nutrition Services

Location: Portland, Oregon

Reports To: Owner

FLSA Status: Exempt

Employment Type: Full-Time | Hybrid (In-Person/On-Site) | Minimum 32 hours per week, including weekend on-call | Minimum 20 hours per week of on-site presence required

Position Summary

The CHSP Meal Program Coordinator is responsible for the day-to-day coordination and oversight of PDX Nutrition Services' meal program serving seniors and adults with disabilities living in public housing. This position ensures the effective delivery of nutritious meals, maintains compliance with Oregon health regulations and CHSP program requirements, and provides direct supervision of program staff. The Coordinator works closely with the Owner, CHSP case managers, funders, and building staff to deliver a high-quality, person-centered meal program across all service sites.

Essential Duties and Responsibilities

The following duties are representative of the work performed in this role but are not exhaustive:

Staff Management & Supervision

• Maintain and update staff schedules to ensure adequate coverage at all sites.

• Conduct weekly one-on-one supervision meetings with direct reports.

• Send a weekly all-staff email with updates, reminders, and relevant program information; CC owner on all staff communications.

• Ensure vacation and sick leave policies are followed by all staff.

• Provide direct, hands-on staff coverage as needed, including during employee absences, scheduled vacations, and medical leave, to ensure uninterrupted meal service to clients.

• Conduct formal performance reviews and ongoing performance management for all direct reports.

• Lead staff onboarding and training for new hires, including program policies, procedures, and client protocols.

• Review safety concerns with staff and report immediately to the owner.

Client Services & Care Coordination

• Maintain up-to-date client rosters across all program sites.

• Communicate regularly with CHSP case managers to ensure accurate and current client information, including dietary restrictions and special needs.

• Conduct monthly check-ins with clients regarding the meal program, either in person or by phone.

• Facilitate meal meetings twice per year at all buildings.

• Coordinate new client intake with case managers when clients are onboarded to the meal program.

• Serve as a primary point of contact for client concerns, complaints, and grievances.

• Communicate with client family members or caregivers as needed alongside case managers.

• Ensure HIPAA compliance in all handling of client information by staff.

Meal Program Operations

• Plan and execute the weekly purchase and delivery of food supplies within the allocated budget.

• Print and distribute menus and client rosters weekly and monthly as required.

• Ensure all buildings are stocked with necessary food and program supplies.

• Coordinate with the owner for procurement of supplies or items outside the ordinary scope.

• Maintain organized back food stock; ensure fridges, freezers, and pantries remain stocked, organized, and free of excess or duplicate items.

• Collaborate with the owner or dietitian on menu planning and development, with attention to special dietary needs.

• Assist staff in creating and maintaining a safe, welcoming, and inviting dining experience for all clients.

• Implement emergency meal plans during inclement weather or in the event of multiple staff absences to ensure clients receive meals.

• Oversee holiday meal logistics, including meals prepared and distributed in advance of program closures.

• Work proactively to minimize staffing hour expenses and costs related to food and supplies.

Compliance, Reporting & Administration

• Approve staff timesheets and expense reimbursements in a timely manner.

• Maintain food safety and temperature logs in compliance with Oregon Department of Health regulations.

• Track program data including meal counts and client numbers to support funder reporting requirements.

• Interface with funders and stakeholders as required.

• Maintain and update the program's policies, procedures, and operational handbook; ensure staff are informed of any changes.

• Maintain safe and sanitary environments across all program sites in accordance with Oregon health regulations.

• Participate in weekly Zoom meetings with the owner.

• Manage incident documentation and report accidents, complaints, or unusual client situations to the owner promptly.

• Perform other duties as assigned.

Qualifications

Education

Bachelor's degree in Social Work, Public Health, or a related field preferred; equivalent combination of education and experience will be considered.

Experience

• Experience in food handling, meal program operations, or food service coordination.

• Experience working with vulnerable populations, including older adults and/or individuals with severe and persistent mental illness (SPMI), strongly preferred.

• Previous supervisory or program coordination experience preferred.

Certifications & Licenses

• Valid Oregon Food Handler's Card required (or ability to obtain prior to start date).

• Valid driver's license and reliable personal transportation required.

Skills & Competencies

• Proficiency in basic computer applications including Microsoft Office (Word, Excel, Outlook).

• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks.

• Excellent written and verbal communication skills in English.

• Ability to work independently and collaboratively in a team environment.

• Strong interpersonal skills and cultural sensitivity when working with diverse client populations.

• Commitment to client confidentiality and HIPAA compliance.

Physical Requirements

The physical demands described below are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift, carry, push, and pull up to 25 pounds regularly.

• Ability to stand, walk, bend, stoop, and reach for extended periods.

• Ability to sit for extended periods when performing administrative tasks.

• Ability to drive to multiple program sites as required.

Compensation and Benefits

Salary: $70,000 – $87,000 annually, depending on experience

Vacation: 30 days of paid vacation annually

Sick Leave: 1 week of paid sick leave annually

Healthcare Stipend: Up to $500 per month upon submission of proof of active health insurance coverage

Mileage Reimbursement: Reimbursed at the current IRS standard mileage rate for all approved work-related travel

Equal Employment Opportunity

PDX Nutrition Services is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and skills required. PDX Nutrition Services reserves the right to amend and change responsibilities to meet business and organizational needs as necessary. This document does not constitute a contract of employment, expressed or implied.

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