Meals on Wheels Programs Coordinator

Job Description

The Meals on Wheels Programs Coordinator is responsible to coordinate the daily activities of the Meals on Wheels.

The coordinator is also responsible for the nutritional and dietary Meals on Wheels service.

As a member of the interdisciplinary health team the coordinator works closely with other members of the Meals on Wheels team including the Community Meals Manager, Head Cook, and team of kitchen staff and volunteers who all work together to support client-centered, goal focused nutritional and dietary health.

Primary Areas of Responsibility

Meal & Client Coordination; Client Experience; Nutritional & Dietary Planning; Volunteer Coordination; Program Coordination

Duties and Responsibilities

Nutrition, Client, and Volunteer Coordination

• Develop and implement efficient processes for sorting, packing, labeling, verifying, and distributing meals and nutritional supplements
• Collaborate with internal teams to coordinate volunteer duties and ensure seamless volunteer integration into existing operations
• Prepare and update weekly client schedules and submit to Meals on Wheels Kitchen
• Prepare and update weekly volunteer schedules and fill vacant volunteer shifts
• Attend to Meals on Wheels phone line and respond to all inquiries
• Design, implement and evaluate annual surveys for clients/families
• Track all meals and nutritional supplements sold and work with the Manager and Finance Coordinator to process billing for all clients

Client Experience

• Pursue a vision of excellence in high-quality and safe client care and well-being
• Receive and conduct all new inquiries for service and track/document these inquiries
• Complete new client intake ensuring relevant information and documentation from onboarding is completed thoroughly and accurately shared with interdisciplinary team to ensure prompt client service delivery
• Ongoing relationship management with clients providing exceptional customer service
• Maintain and update client files

Nutritional and Dietary Planning

• Facilitate and oversee the implementation of leading practices in food safety protocols, and nutritional and dietary planning for the Meals on Wheels service including special considerations due to allergies, preference, or prescribed diets (i.e., renal, etc.)
• Update, develop, implement, and evaluate program policies and procedures related to nutritional and dietary planning, including when requested by the Manager or Head Cook
• Utilize knowledge and resources available to you from your field of expertise to inform the team of evolving best practices, share new and changing information, support the team to establish new protocols or processes, and develop partnerships, or other services with a focus on providing safe, quality meals for clients
• Development of staff orientation and training tools and communications (i.e., presentations, posters, documents, newsletters, etc.) as it relates to nutritional and dietary best practices
• Review and evaluate the Meals on Wheels menu, food procurement and handling, inventory and meal costs to ensure our practices consistently reflect the needs and diversity of clients and their targeted goals and outcomes
• Update and maintain database information on inventory, menu and food related items

Programs Coordination

• Support the development and implementation of food access programs including the North End Community Pantry
• Build and maintain strong relationships with community partners, healthcare professionals, and relevant organizations; collaborate with stakeholders to identify community needs and tailor programs to address specific these community needs
• Conduct outreach and marketing/communications activities to promote programs and increase community participation
• Prepare regular reports for stakeholders and/or funders, highlighting program impact and participant success stories

Team Coordination

• Collaborate with internal teams, including volunteers, to ensure smooth program operations
• Provide guidance and support to program staff, fostering a positive and collaborative working environment
• Foster collaboration between departments to ensure an integrated approach to nutrition programs and operations and fulfilling the organization’s goals and objectives, which will occasionally include providing oversight, evaluation and/or training to other companies within the Health Division

Other Duties and Responsibilities

• Participate in internal team meetings as required
• Look for potential improvements and help implement solutions
• Maintain quality, safety and the confidentiality of employees, clients, and volunteers
• Maintain professionalism, tact, diplomacy, and sensitivity so as to portray New Dawn in a positive manner, consistent with its values and vision
• Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations
• Respond to the needs of others with effective communication, mutual respect, and consistent follow through to build trust and workplace relationships
• Promote the mission and values of New Dawn both internally and externally
• Other duties as assigned by the Manager of Community Meals.

Core Competencies

• Servant leadership 
• Ethics and integrity  
• Client and community-focused 
• Initiative and problem solving     
• Accountability and dependability  
• Strong oral and written communication 
• Teamwork and collaboration      
• Detail orientation   
• Adaptability
• Leadership

Qualifications

• Bachelor’s degree in human nutrition, Social Work, or Education OR Equivalent combination of education and experience
• Preference will be given to registered member in good standing with the Nova Scotia Regulator of Dietetics
• Demonstrated compassion, empathy, diplomacy, and sound problem-solving skills
• Minimum of one (1) year relevant experience
• Compassion and empathy
• Experience working with and advocating for vulnerable populations
• Ability to work independently, as part of a team, and with guidance from others
• Proficiency with Microsoft suite of programs and cloud-based applications
• Experience working with and advocating for individuals and communities facing vulnerability and systemic barriers
• Strong attention to detail, with exceptional verbal and written communication skills
• Proven ability to build positive relationships and work effectively with others toward shared goals
• Highly organized, with the ability to manage competing priorities and perform effectively in a fast-paced environment
• Demonstrated integrity, professionalism, accountability, and commitment to confidentiality
• Understanding of and working with diverse communities and a commitment to equity, inclusion, and community-centered practice
• Alignment with New Dawn’s mission, values, and servant leadership philosophy

Work Conditions

• Regular interaction with employees, volunteers, management, participants, children, families, and members of the public
• Travel between worksites and within the community may be required
• Occasional overtime and evening or weekend work may be required to meet operational needs
• Work is performed in an office and community setting and may be busy or noisy at times
• Prolonged periods of sitting and working at a desktop computer, including the use of standard office equipment and peripherals
• Environment can be busy and/or noisy at times

Compensation Package for Salaried Employees

At New Dawn Enterprises, we recognize that employee well-being is fundamental to individual success, organizational excellence, and thriving communities. In addition to competitive salaries, permanent salaried employees may be eligible for the following benefits and supports. Eligibility for specific benefits may vary based on employment status, position, and length of service.

Group Health Employee Benefits

New Dawn offers eligible employees participation in group benefits which are provided by GroupHEALTH and include coverage for medical, dental, and vision care, as well as insurance coverage including long-term disability, life, and accidental death and dismemberment. New Dawn pays 50% of group benefit premiums. Long-term disability premiums are fully employee-paid, allowing any future disability benefits received to remain non-taxable.

Extended Health & Well-Being  

GroupHEALTH offers integrated wellness services through Sparrow Health, including enhanced mental health support, seamless access to virtual healthcare, and an Employee and Family Assistance Program (EFAP). Services include critical incident support, 24/7 crisis assistance, substance-use management, and other wellness resources.

Retirement Savings Matching Program
Eligible employees may choose to participate in New Dawn’s Self-Directed Retirement Savings Matching Program by contributing up to 5% of their gross salary toward a registered retirement savings plan, which is deducted from their pay cheque. New Dawn matches employee contributions dollar-for-dollar up to 5% of gross salary. Eligible savings accounts include Registered Retirement Savings Plans (RRSPs) and eligible Community Economic Development Investment Funds (CEDIFs). 

Flexible Work Arrangements
In recognition of the benefits of greater work-life balance and the value of flexibility and autonomy for human well-being, New Dawn makes every effort to offer flexible work schedules. Divisions across New Dawn are structured differently and may offer varying levels of flexibility while continuing to meet operational requirements. Depending on the role, flexible arrangements may include self-scheduling (regular schedule and/or time off coverage), flexible start and end times, remote work, and other accommodations. 

Reduced Hours Work Week

Full-time salaried employees are eligible to participate in a 32-hour reduced-hours work week while maintaining full-time employment status and compensation. These hours can be worked over four 8-hour days, or five 6.5-hour days, with the chosen schedule identified at the beginning of employment and at the start of each year.

Paid Vacation 

Full-time, salaried employees are entitled to 120 hours (equivalent to 15 days) of paid vacation annually. Part-time, salaried employees are entitled to paid annual vacation hours prorated to their FTE status.

Paid Mental & Physical Wellness Days 

Full-time, salaried employees are entitled to 56 hours (7 days) of paid mental and physical wellness leave annually. Part-time, salaried employees are entitled to paid annual leave for mental and physical health prorated to their FTE status. These hours can be used to take time off work for physical and/or mental wellness/illness, and to attend appointments for the employee and/or their dependents. 

Paid Holidays 

New Dawn observes the following thirteen (13) public holidays annually, exceeding current statutory minimums. These include: New Year’s Day, Nova Scotia Heritage Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, National Day for Truth and Reconciliation, Thanksgiving, Remembrance Day, Christmas Day, and Boxing Day. 

Subject to operational requirements, New Dawn may provide eligible employees an additional paid office closure between Christmas Day and New Year’s Day annually, allowing employees additional time with family and loved ones without using vacation entitlement. 

Rewards & Recognition 

New Dawn celebrates employee contributions through service awards, milestone recognition, and ongoing appreciation programs that acknowledge achievements and significant personal and professional milestones.

Paid Required Education Renewals

When certifications, training, licenses, or credentials are required for a position, New Dawn covers renewal costs. Support for professional designations and licensing fees may also be provided based on role requirements and divisional budgets.

Professional Development

New Dawn is committed to supporting employees in developing their skills, expanding their knowledge, and pursuing lifelong learning opportunities. Development of new position-relevant skills and perspectives creates a stronger, more informed, and modern organization. Employees are encouraged to explore professional development opportunities in collaboration with their manager.

Café Marie Discount

Employees are entitled to a staff discount at Café Marie, located in the Eltuek Arts Centre.

Corporate YMCA Membership Program

To support employee health and wellness, New Dawn offers a corporate membership in partnership with the Cape Breton YMCA. The corporate membership provides staff with a 12% discount on the cost of individual membership, and New Dawn covers 50% of the discounted individual membership cost.