Meals on Wheels Program Manager

Job Description

Job Description

The Meals on Wheels Program Manager is responsible for directing and overseeing the daily operations and administrative functions of Spectrum’s Title III-C2 Nutrition Program (home-delivered meals) and non-Title III-C2 meal services, ensuring timely, cost-effective service delivery and full compliance with all funding and contract requirements. This role serves as the primary public-facing representative of the Meals on Wheels Program and is the “face of the program” in the Tri-Valley region, actively engaging with city councils, advisory committees, community partners, and stakeholders, including regular evening and weekend participation in meetings, outreach activities, and events consistent with the program’s 365-day service model. The Program Manager develops and maintains business, financial, governmental, and community partnerships while supporting fundraising and broader organizational initiatives. Additional responsibilities include leading volunteer recruitment, retention, and engagement efforts; supervising two part-time Meals on Wheels Coordinators; and ensuring effective coordination of program staff and activities. The role also works closely with food service providers and external partners to ensure alignment and high-quality service delivery, while performing broader management functions necessary to maintain contract compliance, operational efficiency, and program success. This is a hybrid position with the expectation the person would be in the Tri-Valley on a daily basis. 

We strongly encourage you to apply if you are from a marginalized or underrepresented group. Some candidates may see a long list of job requirements and feel discouraged because they don’t match every single bullet point – we suggest, please apply anyway. We don’t believe in a “perfect” candidate - if you believe this is a role that you’ll be excited to work in every day, want to be a part of a culture like ours, and show aptitude to learn while doing, please apply.

Primary Responsibilities

• Establish and maintain plans and procedures for the development and implementation of a comprehensive and coordinated nutrition program for the elderly (to include home delivered information and referral and addressing the general needs of the clients). 
• Supervise all program staff
• • Oversee daily site operations, including workflow coordination, staff assignments, scheduling, and volunteer coverage to ensure consistent and uninterrupted service delivery.
  • Provide leadership and support to site staff through onboarding, training, cross-training, coaching, and ongoing performance management, including regular 1:1 meetings, team meetings, goal setting, annual evaluations, and coordination of disciplinary actions or staff transitions with the Deputy Executive Director.
  • Foster a positive, accountable, and collaborative work environment by monitoring staff engagement, reinforcing organizational policies and procedures, addressing workplace concerns, and recognizing staff contributions and achievements.
  • Ensure compliance with operational, safety, and program standards while supporting staff development and adherence to established procedures and best practices.
  • Maintain regular communication and onsite presence with offsite staff to ensure alignment, consistency, and support across all locations.
  • Manage administrative and operational processes, including timesheets, travel reimbursements, leave requests, petty cash, procurement and expense tracking, invoices, and employment-related documentation. 
• Conduct regular performance evaluations for department staff. 
• Ensure the accurate preparation and timely submission of all reports as requested by the Area Agency on Aging and all funders. 
• Work with Registered Dietitian and Fleet Manager to plan and implement the quarterly In-Service meeting for Coordinators, Delivery Drivers, and volunteers. Develop and compile in-service safety education resource materials. 
• Participate in the on-going assessment and evaluation of the food service and nutrition education components to meet changing needs and service priorities as necessary. 
• Work with Registered Dietitian to ensure plan menus meet all requirements for home delivered meals, and Non-Title III Catered Meals.  
• Implement and maintain internal management information, monitoring, and evaluation systems as required by administration and funding sources. 
• Function as a liaison with appropriate agencies to mobilize available resources to the fullest extent possible in support of senior nutrition and other senior programs. 
• Provide information to the public through the use of print and electronic media, newsletters, radio, television and personal appearances and presentations. 
• Conduct outreach and intake for the Energy Program’s LIHEAP, weatherization and home improvement programs and answer preliminary questions. 
• Human Resource duties: Hire, discipline, conduct annual reviews, and terminate as needed with Deputy Executive Director approval. 
• Work with administration to develop proposals, grant requests, contracts, and amendments.   
• Process routine accounting/personnel forms such as employee time sheets, travel expenses vouchers, personal time-off requests, applications for employment, etc. 
• Ensure all important documents are appropriately filed and that program data is recorded and managed in a manner that allows the data to be accessed and used in a simple, timely, and relevant fashion.
• Provide accurate cost, production and workflow data needed for reporting, compliance reviews, and grant development
• Develop and provide professional and vibrant presentations on the work of Spectrum’s to faith-based, membership, and civic organizations. 
• Plan and assist with fund raising efforts 
• Identify and implement opportunities for continuous improvement for Volunteer recruitment, oversight, and retention. 
• Attend required staff meetings, 1:1 meetings with appropriate supervisor,  training sessions and special events in person and virtually 
• Work with Spectrum Information Technology specialists to resolve technical issues and maintain Spectrum owned electronic equipment
• Other duties as assigned

The minimum qualifications, physical demands and work environment characteristics described below are representative of those that must be met or will be encountered by an employee while performing the primary responsibilities of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary responsibilities.

We Need Someone Who Has:

• Three to five years of community service management 
• Food Handler Certificate
• Experience in planning, development, and implementation of senior citizen programs or other service programs
• Experience in supervision and effective delegation
• Familiarity with the Tri-Valley area’s philanthropic and business communities
• Work with a diverse range of people and to build mutually beneficial relationships and networks, sometimes in complex environments
• Ability to work both independently without close oversight, and as a member of a team
• Excellent communication skills, both written and oral 
• Strong organizational and time management skills with exceptional attention to detail 
• High proficiency in Google Workspace (i.e.: Google Docs, Sheets, Mail), Zoom, Microsoft Docs, Canva, social media and Internet searches
• Customer Relation Management (CRM) software experience 
• Valid CPR and First Aid certification prior to start date (or must obtain within 6 days of hire).  Certification must be from an accredited provider recognized by the organization (e.g., Red Cross, American Heart Association).
• Must have own transportation for use on job, valid California Driver's License, proof of personal automobile insurance and acceptable driving record to our insurance provider
• Ability to pass a physical abilities test
• Ability to read, speak and write English fluently

Nice to Have:

• Bilingual/biliterate in (Spanish, Cantonese or Mandarin and English) desirable 
• B.S. in a related field, with emphasis on older adults and aging, or additional work with older adults

Physical Demands

• This work requires the following physical abilities: climbing, bending, kneeling, twisting, reaching, standing, sitting, walking, lifting, carrying, and relocating 40lbs
• Finger Dexterity for activities such as typing, use of the computer mouse, computer usage, recording money, grasping, repetitive motions
• Vision abilities required include close vision, distance vision and ability to adjust focus

Work Environment

• Required to travel between locations by personal vehicle - work will be partially conducted in office environment and partially within the community at large
• Temperature-controlled office environment
• Noise level typically quiet in the office, moderate at partner sites
• Some work is outdoors and is exposed to other motor vehicles

Vaccination Policy

To protect the health and safety of our team, clients, and community, vaccination against Influenza is mandatory for this role, while COVID vaccination is highly encouraged. Given the nature of this position, which involves working closely with vulnerable populations and interacting with the public, vaccination helps minimize the risk of preventable diseases and ensures a safe work environment. Employees who are not vaccinated due to medical or religious exemptions are required to wear a 3-Ply surgical mask, KN94, KN95, or N95 mask at all times while at work, including during interactions with clients and the public, from November 1 to April 30. 3-Ply surgical masks, KN94, KN95 or N95 masks will be required to be worn, regardless of vaccination status, in client-facing situations from November 1 - April 30.

Founded in 1971, Spectrum Community Services is a registered, private non-profit organization that assists low-income individuals, families, and seniors in their efforts to live independently. We offer—in partnership with local service organizations—a wide variety of community programs and services. Our long history of family tutorials and community outreach has advanced our mission of promoting our clients’ financial sustainability and improving the overall quality of their lives.

Company Description

Founded in 1971, Spectrum Community Services is a registered, private non-profit organization that assists low-income individuals, families, and seniors in their efforts to live independently. We offer—in partnership with local service organizations—a wide variety of community programs and services. Our long history of family tutorials and community outreach has advanced our mission of promoting our clients’ financial sustainability and improving the overall quality of their lives.