PACE Operations Support Coordinator

JOB SUMMARY: The Operations Support Coordinator performs 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. This position performs additional administrative and operational support functions for the overall organization. Maintains accurate records, coordinates supplies and vendor services, and supports efficient daily operations. Exhibits agency values in the workplace and in the community.

JOB RESPONSIBILITIES:

• Coordinates initial orders, follow-up, demographic and diet order updates, renewals, and termination requests for home-delivered meals (HDM), liquid nutrition (LQS), and other supplements according to RD orders and vendor-required timelines.

• Develops proposed menus consistent with established dietary guidelines and nutritional standards for RD review and approval.

• Communicates approved menus and menu changes to staff and participants.

• Maintains an accurate, accessible inventory of food, beverages, and paper products and reorders supplies as needed to maintain established par levels.

• Enters purchase requisitions, verifies receipt of complete and accurate orders, and coordinates resolution of discrepancies with vendors.

• Reviews vendor invoices for accuracy, resolves discrepancies, and submits verified invoices through the appropriate software for payment processing.

• Maintains current, accessible records of costs, shortages, credits, outstanding invoices, and related follow-up.

• Prepares and updates participant-specific meal cards to reflect current RD orders, documented allergies, and approved dietary modifications.

• Assists the Kitchen Services Assistant with meal preparation, service, and distribution during the participant lunch hour.

• Follows food safety requirements and monitors assigned nutrition service activities for compliance, promptly reporting concerns to the RD.

• Verifies that Safety Data Sheets (SDS) maintained by the Kitchen Services Assistant are current, complete, and accessible.

• Performs additional administrative and operational support functions for the larger organization as assigned by the Director/Assistant Director, including data entry, record maintenance, document preparation, tracking, and follow-up for other PACE operations.

• Maintains participant confidentiality and accurate, timely documentation in accordance with agency policies.

ESSENTIAL FUNCTIONS:

• Organizes and completes recurring orders, renewals, inventory activities, and administrative assignments within required timelines.

• Accurately enters, updates, retrieves, and maintains electronic and paper records.

• Communicates effectively with participants, caregivers, coworkers, and external vendors.

• Assists with meal preparation and distribution while following dietary instructions and food safety procedures.

• Manages competing priorities and follows through on outstanding tasks with appropriate communication and escalation.

SUPERVISORY RESPONSIBILITIES: None.

QUALIFICATIONS: High school diploma or equivalent required. Strong computer, communication, organizational, and recordkeeping skills are required, including the ability to use email, spreadsheets, and agency software. Must be able to read and interpret policies, procedures, and dietary instructions; follow oral and written directions; maintain accurate inventory and tracking records; and work effectively with older adults, coworkers, and vendors. Administrative, purchasing, inventory, or food service experience preferred.

WORK SCHEDULE: 8:30 am to 4:30 pm Monday-Friday

PHYSICAL DEMANDS: Lifting, bending, stooping, and arranging or carrying items up to 30 pounds over short distances are required on occasion. Frequent exposure to marked changes in temperature is a condition of the job.