Program Support Specialist

Program Support Specialist

Meals on Wheels for Fort Collins supports the dignity, well-being, and independence of primarily homebound older adults and other eligible clients in our community by providing hot, nutritious meals and meaningful social connections.

Position Overview

The Program Support Specialist provides part-time administrative and program support that helps Meals on Wheels Fort Collins operate smoothly and serve clients and volunteers well. This role is designed as a hands-on support position, not as the primary owner of every function listed below.

Working 25 hours per week, the Program Support Specialist assists with client and volunteer services, daily meal-delivery operations, data and communications, outreach, and general office needs. Priorities will vary by day, and the employee will work with the Programs & Operations Manager to focus first on time-sensitive operational and service needs.

The successful candidate is organized, dependable, comfortable shifting between tasks, and able to work independently while knowing when to coordinate with other staff. After training, the employee is expected to understand core procedures and provide backup support within the areas for which they have been trained.

Key Responsibilities

• Serve as a welcoming point of contact for clients, families, caregivers, volunteers, partners, and visitors by phone, email, and in person.
• Maintain confidentiality and accurate records, including HIPAA-protected information when applicable.
• Provide general office support, including answering phones and emails, preparing materials, greeting visitors, and assisting colleagues during busy periods.
• Assist with morning routing, meal counts, route sheets, and other daily service-delivery tasks.
• Rotate through trained operational roles such as volunteer check-in, packing, runner, and cart coordination
• Communicate operational issues promptly and help provide cross-functional coverage during absences or high-volume periods, as assigned.
• Maintain accurate client, volunteer, and program data; record, filter, analyze, and report information as needed.
• Represent Meals on Wheels Fort Collins at selected outreach events, health fairs, presentations, or community meetings as scheduled.
• Support seasonal programs, emergency-preparedness efforts, holiday projects, special deliveries, and client or volunteer appreciation initiatives.
• Research community resources, office supplies, promotional items, and program materials when requested.
• Identify practical opportunities to improve systems, processes, workflows, and day-to-day efficiency.
• Use approved technology, including AI tools when appropriate, to improve efficiency while maintaining accuracy, confidentiality, and organizational standards.
• Perform other duties as assigned that are reasonably related to the role and available work hours.

Qualifications

• Two or more years of experience in administration, customer service, nonprofit operations, or a related field; relevant education may substitute for some experience.
• Strong organizational, communication, customer-service, and problem-solving skills.
• Ability to juggle projects and priorities efficiently and accurately, both independently and as part of a team.
• Demonstrated success working independently, managing time, and following through on assigned work.
• Ability to learn complex procedures quickly and retain details well.
• Sound judgment and ability to make situational decisions in accordance with Meals on Wheels Fort Collins policies and practices.
• Proficiency with Microsoft Office/Microsoft 365 and working knowledge of computers and modern office practices and procedures.
• Proficiency with data management, including recording, filtering, analyzing, and reporting information.
• Ability to learn and use systems such as ServTracker CXM, Canva, and other software used by the organization.
• Ability to maintain confidential information and protect clients, volunteers, employees, and organizational data.
• Valid driver's license and reliable transportation; ability to pass required criminal and motor vehicle background checks.

Preferred

• Experience working with older adults, individuals with disabilities, caregivers, or other vulnerable populations.
• Experience in a nonprofit or community-based service organization.
• Experience with volunteer management, client databases, case-management systems, Canva, or ServTracker CXM.
• Bilingual skills (English/Spanish or other languages).
• Familiarity with Fort Collins and surrounding communities.
• Comfort using AI tools responsibly to support administrative efficiency, research, drafting, or data-related tasks.

Work Expectations & Physical Requirements

• Regular and reliable attendance is an essential expectation. The employee is expected to adhere to the established work schedule and communicate promptly about schedule changes or absences.
• Because program needs can change quickly, the employee must be flexible, able to handle multiple tasks and conflicting priorities, and able to coordinate with other staff to resolve problems promptly and thoroughly.
• Stay current on Meals on Wheels Fort Collins policies, practices, programs, services, and relevant operational procedures.
• Some evening and weekend work may be required.
• Must be able to safely move 20 pounds, with or without reasonable accommodation, and perform light physical tasks indoors and outdoors during program operations.

Core Competencies

• Customer service and relationship building
• Organization and attention to detail
• Flexibility and adaptability
• Initiative and sound judgment
• Professionalism and confidentiality
• Teamwork and collaboration
• Time management and accountability
• Commitment to the mission of Meals on Wheels Fort Collins

Benefits

This is a part-time, hourly, non-exempt position scheduled for 25 hours per week. The pay range is $20-$22 per hour, depending on experience and qualifications. Benefits will depend on eligibility and may include paid time off, paid holidays, health insurance contribution, retirement contributions, and professional development opportunities.

How to Apply

Please submit a resume and cover letter to Kristy Trippel at View email address on click.appcast.io. Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Statement

Meals on Wheels Fort Collins is an equal opportunity employer. We value a respectful, inclusive workplace and encourage candidates with diverse backgrounds, experiences, and perspectives to apply.