Senior and Disability Services - MOW - Administrative - Program Supervisor - 03

SUMMARY OF POSITION

This position is FLSA-exempt and not eligible for overtime. This position is management. The Meals on Wheels Administrative Supervisor is responsible for overseeing the daily operations of the Meals on Wheels program, ensuring smooth and efficient delivery of services, and managing key administrative functions. This includes personnel management, volunteer recruitment and onboarding, fiscal oversight, fundraising, and contract management. The supervisor is tasked with ensuring that the program meets contract standards, complies with relevant regulations, and operates within budgetary constraints, all while building relationships with community partners and stakeholders.

Performs position duties in a manner that promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully.  Engages in effective team participation through a willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with department and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.  Demonstrates positive acceptance of constructive feedback and suggestions to strengthen work performance.  Contributes to a positive, respectful, and productive work atmosphere.  Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a mandatory reporter according to statutory requirements. 

ESSENTIAL JOB DUTIES 

Staff, Volunteer, and Personnel Management (35%)

• Manages the daily operations of the Meals on Wheels program, including overseeing a team of staff, volunteers, and contractors involved in food delivery, meal preparation, and client services.
• Supports the recruitment and training of volunteers to ensure that the program runs efficiently and that volunteers understand their roles and responsibilities.
• Supervises and supports staff, conducting regular performance evaluations, providing feedback, and facilitating professional development opportunities.
• Fosters a positive, respectful work environment that encourages teamwork and community engagement.

Fundraising and Community Engagement (35%)

• Plays a key role in the development and execution of fundraising initiatives to support the Meals on Wheels program, including donor relations, grant applications, and event planning.
• Works with the Program Manager to create and implement strategies for increasing community awareness, financial support, and program visibility.
• Builds and maintains strong relationships with local businesses, community organizations, and potential donors to enhance program sustainability.
• Coordinates outreach efforts to recruit additional volunteers and ensure the program is well-supported by the community.

Fiscal Oversight and Budget Management (15%)

• Adherence to the program’s budget, ensuring efficient allocation of resources for meal delivery, food procurement, personnel, and other operational costs.
• Monitors expenses, tracks financial performance and works with the Program Manager to make adjustments as necessary to stay within budget.
• Review invoices, contracts, and funding allocations, ensuring all expenditures align with program goals and comply with organizational financial policies.

Contract Management (10%)

• Manages contracts with food vendors, service providers, and other external partners, ensuring timely renewals and compliance with terms.
• Negotiates terms, tracks performance, and evaluates contract effectiveness to ensure that the program receives quality services at a competitive price.

OTHER JOB DUTIES (5%)

• Organizes regular staff and volunteer meetings, training sessions, and team-building activities to enhance operational effectiveness and ensure compliance with program policies.
• Assists with the development of new initiatives and strategies to enhance program delivery and volunteer engagement.
• Participates in relevant training, conferences, and networking events to stay informed about industry trends, best practices, and policy updates.
• Performs additional duties as assigned by the Program Manager to support the overall goals of the Meals on Wheels program.

WORKING ENVIRONMENT

Work is primarily performed in an office environment with occasional visits to meal preparation areas, delivery sites, and client homes. The role involves frequent use of computers and communication devices and occasional physical activity related to program operations. Occasional evening or weekend work may be required for fundraising events or community outreach efforts.

SUPERVISION RECEIVED

General supervision from the Meals on Wheels Program Manager.

SUPERVISORY RESPONSIBILITIES

Direct supervision of program staff, including volunteer coordinators, meal preparation personnel, and other administrative support staff.

MINIMUM QUALIFICATIONS

Experience & Training

• An equivalent combination of education, experience, and training that demonstrates the ability to perform the essential duties of the position.
• Bachelor’s degree in nonprofit management, public administration, food service management, or a related field.
• At least two years of experience in a supervisory or administrative role in a social services or food service setting, preferably in a senior services or nonprofit environment.

Knowledge, Skills, and Abilities

• Strong understanding of social services or non-profit program management, including adherence to program standards and local, state, and federal regulations.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with relevant software for scheduling, meal delivery, and volunteer management.
• Excellent organizational and time-management skills, with the ability to manage multiple projects and priorities simultaneously.
• Strong communication skills, both written and verbal, and the ability to build relationships with staff, volunteers, donors, and community partners.
• Experience in fundraising, donor relations, and event planning to support program growth.
• Knowledge of contract management, budget oversight, and financial reporting.

Licenses, Certificates, & Other Requirements

• Valid driver’s license or the ability to obtain reliable transportation for travel within the service area.
• Successful completion of a criminal background check and driving record review.
• ServSafe Food Safety Certification (or ability to obtain within a specified timeframe).

This job description outlines the core responsibilities and qualifications for the Meals on Wheels Administrative Supervisor role. Additional duties may be assigned based on departmental needs.