Program Associate - Meals on Wheels

ViziRecruiter,LLC.; New York (NY); On-site; USD 40,000 - 45,000; Full time

Job summary

Henry Street Settlement on Manhattan's Lower East Side seeks a diligent program coordinator for the Healthy Seniors Select Meals on Wheels program. You will coordinate referrals, manage rosters and route sheets, help ensure timely deliveries, and act as a primary contact for participants and partners.

The role requires a High School diploma, a NY driver’s license, and comfort with Excel/database work. Schedule is 35 hours weekly, Monday–Friday, with lifting up to 40 lbs, and non-exempt status.

Qualifications

• High School diploma or equivalent required.
• Strong Excel, data entry and record keeping abilities.
• Excellent written and verbal communication with community partners.

Responsibilities

• Coordinate all incoming client referrals and ensure information is accurate and shared with subcontractors.
• Maintain client rosters, route sheets, and program records with daily updates.
• Serve as primary contact for participants, case managers, and partners; respond to inquiries and resolve issues.
• Prepare meal orders, coordinate changes with caterers, and reconcile documentation.
• Participate in daily operational review meetings with leadership to resolve discrepancies.
• Outreach to welcome new clients and support onboarding.
• Provide route coverage and assist with additional duties as needed.

Skills

Driver's license

Excel proficiency

Data entry

Communication skills

Bilingual English/Spanish

Education

High School Diploma or equivalent

Tools

Microsoft Excel

Job description

Introduction

Henry Street Settlement is like no other organization, and our positions are not ordinary jobs. Every day Henry Street’s dedicated team carries out a 130-year blueprint of service to our community established by our founder, Lillian Wald, in 1893.

Overview

Job Overview:

• Division: Older Adult Services
• Schedule: 35 hours per week, Monday – Friday, 7:30 am – 3:30 pm
• Type: Regular/Full Time/ Non-exempt
• Pay Type: $40,000 - $45,000

Organizational Overview: Henry Street Settlement opens doors of opportunity to enrich lives and expand human progress for Lower East Side residents and other New Yorkers through social services, arts, and health care programs. Building on its 130+year legacy of innovation and effective programming, Henry Street offers more than 50 programs and is one of New York City’s largest social service agencies.

Program Overview: Henry Street’s Healthy Seniors Select Meals on Wheels program delivers approximately 1,300 fresh and frozen meals each weekday to homebound older adults across Manhattan. This essential service helps seniors stay healthy, nourished, and independent at home. It is especially crucial for those with limited access to nutritious food who may struggle to shop for, prepare, or obtain meals due to frailty, illness, or other health-related challenges. The program provides nutritionally balanced meals to older New Yorkers, supporting their health and well-being while addressing food access barriers. Participants receive six meals per week, Monday through Friday, plus an additional weekend meal distributed on Fridays. The Healthy Seniors Select Meals on Wheels program is supported by the New York City Department for the Aging and Citymeals on Wheels.

Responsibilities

• Coordinate all incoming client referrals, ensuring referral information is reviewed for accuracy, entered into program systems, and communicated promptly to subcontractors to support timely service initiation.
• Maintain and update client rosters, databases, route sheets, and other program records, prepare and print daily route sheets and ensure all participant information, delivery schedules, and service changes are accurate and current.
• Serve as a key point of contact for program participants, case managers, and partner agencies by responding to inquiries, resolving meal delivery issues, documenting client complaints, and communicating service updates, missed deliveries, start dates, and delivery status.
• Support daily program operations by preparing and submitting meal orders to caterers, coordinating order changes and delivery adjustments, and working closely with administrative and program staff to reconcile client contributions, meal counts, routing changes, and service documentation.
• Participate in daily operational review meetings with program leadership to identify and resolve discrepancies related to delivery documentation, meal orders, routing, and participant records, and to ensure smooth day-to-day program functioning.
• Welcome newly enrolled clients by conducting outreach calls, explaining program services, and preparing and distributing welcome materials to support a positive onboarding experience.
• Provide route coverage and operational support as needed, and perform additional duties as assigned to ensure continuity of Meals on Wheels services and overall program success.

Essential Physical Job Functions:

• Must be able to deliver and drive when needed.
• Must be able to walk up at least 6 flights of stairs.
• Must be able to lift 40 lbs.

Requirements

• High School Diploma or equivalent required.
• Valid New York State driver’s license required.
• Demonstrated understanding of meal delivery operations, including route coordination, scheduling, and delivery logistics.
• Proficiency with databases and Microsoft Excel, including data entry, tracking, reconciliation, reporting, sorting, filtering, formulas, and the ability to identify discrepancies and maintain accurate records.
• Strong organizational, planning, and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to work collaboratively and professionally with older adults, staff, volunteers, subcontractors, and community partners.
• Bilingual English/Spanish preferred.

Additional Information

• FLSA Status: Non-Exempt
• Worker Type: Regular (Benefits Eligible)
• Reference Required? Yes
• Background Check Required? Yes
• Proof of Education Required? Yes