PACE Operations Support Coordinator
About The Position
The Operations Support Coordinator provides administrative and operational support for PACE nutrition services under the direction of the Registered Dietitian (RD), and assists with meal preparation and distribution during the participant lunch hour. The role also provides administrative and operational support across the organization, maintains accurate records, coordinates supplies and vendor services, and supports efficient daily operations. The Coordinator is expected to exhibit agency values in the workplace and in the community. The position coordinates home-delivered meal, liquid nutrition, and supplement orders; supports menu development and communication; maintains food and paper-product inventory; processes purchasing and vendor invoices; and keeps participant meal cards and operational records current. The Coordinator assists with meal service, follows food safety requirements, monitors assigned nutrition activities, and reports concerns to the RD. Additional PACE operational duties may be assigned by the Director or Assistant Director. The position has no supervisory responsibilities.
Requirements
- High school diploma or equivalent required.
- Strong computer, communication, organizational, and recordkeeping skills.
- Ability to use email, spreadsheets, and agency software.
- Ability to read and interpret policies, procedures, and dietary instructions.
- Ability to follow oral and written directions.
- Ability to maintain accurate inventory and tracking records.
- Ability to work effectively with older adults, coworkers, and vendors.
- Ability to lift, bend, stoop, and arrange or carry items up to 30 pounds over short distances on occasion.
- Frequent exposure to marked changes in temperature.
Nice To Haves
- Administrative experience.
- Purchasing experience.
- Inventory experience.
- Food service experience.
Responsibilities
- Coordinate initial orders, follow-up, demographic and diet-order updates, renewals, and termination requests for home-delivered meals, liquid nutrition, and other supplements according to RD orders and vendor timelines.
- Develop proposed menus consistent with dietary guidelines and nutritional standards for RD review and approval.
- Communicate approved menus and menu changes to staff and participants.
- Maintain an accurate, accessible inventory of food, beverages, and paper products, and reorder supplies to maintain established par levels.
- Enter purchase requisitions, verify orders are complete and accurate, and coordinate resolution of vendor discrepancies.
- Review vendor invoices, resolve discrepancies, and submit verified invoices through appropriate software for payment processing.
- Maintain current, accessible records of costs, shortages, credits, outstanding invoices, and related follow-up.
- Prepare and update participant-specific meal cards to reflect current RD orders, documented allergies, and approved dietary modifications.
- Assist the Kitchen Services Assistant with meal preparation, service, and distribution during the participant lunch hour.
- Follow food safety requirements, monitor assigned nutrition service activities for compliance, and promptly report concerns to the RD.
- Verify that Safety Data Sheets maintained by the Kitchen Services Assistant are current, complete, and accessible.
- Perform additional administrative and operational support functions for the organization as assigned by the Director or Assistant Director, including data entry, record maintenance, document preparation, tracking, and follow-up.
- Maintain participant confidentiality and accurate, timely documentation in accordance with agency policies.
- Complete recurring orders, renewals, inventory activities, and administrative assignments within required timelines.
- Accurately enter, update, retrieve, and maintain electronic and paper records.
- Communicate effectively with participants, caregivers, coworkers, and external vendors.
- Manage competing priorities, follow through on outstanding tasks, and communicate or escalate issues appropriately.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
