EHE Program Coordinator

Job Title: EHE Program Coordinator

FLSA: Non-Exempt

Full time: 40hours/week

Hourly range: $28.50 – $31.50 per hour, DOE

Supervisor: Ryan White Program Manager

Position Description: The EHE Program Coordinator supports the day-to-day administration, coordination, compliance, documentation, and client service operations of Ryan White-funded nutrition assistance programs, including Medically Tailored Meals (MTM), Medically Tailored Groceries, Emergency Food Assistance, and Medical Nutrition Therapy services.

Working under the direction of the Ryan White Program Manager, the Coordinator serves as a critical operational and compliance support role responsible for client eligibility coordination, referral management, data integrity, documentation oversight, reporting support, quality improvement activities, and coordination with healthcare and community partners.

The ideal candidate will be passionate about the mission of Mama’s Kitchen; possess a collaborative spirit and enjoy an open work setting; and incorporate the highest levels of ethics and professionalism.

The ideal candidate will be passionate about the mission of Mama’s Kitchen; possess a collaborative spirit and enjoy an openwork setting; and incorporate the highest levels of ethics and professionalism.

Primary Responsibilities:

1. Coordinate day-to-day operational activities related to EHE and Ryan White-funded nutrition assistance services.

2. Support implementation and ongoing administration of Medically Tailored Meals, Emergency Food Assistance, Medically Tailored Grocery, and Medical Nutrition Therapy programs.

3. Coordinate intake, referral, enrollment, reassessment, and discharge workflows.

4. Monitor service delivery schedules, client service continuity, and operational follow-up activities.

5. Coordinate communication with healthcare providers, case managers, referral agencies, and community partners.

6. Support implementation of trauma-informed, culturally responsive, and stigma-reducing service practices.

7. Participate in workflow improvement and operational planning initiatives.

8. Coordinate and review client eligibility documentation in accordance with Ryan White and County requirements.

9. Ensure client files contain all required documentation including residency, income, consent, confidentiality, and reassessment records.

10. Track eligibility expiration dates and coordinate annual reassessment processes.

11. Maintain confidentiality and HIPAA compliance in all client interactions and records management.

12. Ensure client records are complete, accurate, organized, and audit-ready.

13. Enter, update, monitor, and validate client and program data within required database systems including HIV Care Connect (HCC), ClientTrack, and other reporting systems.

14. Review records regularly to ensure data integrity, accuracy, and completeness.

15. Assist with preparation of monthly, quarterly, annual, and ad hoc program reports.

16. Track contract deliverables including meal counts, nutrition therapy sessions, food bag distributions, and client engagement metrics.

17. Support quality assurance and continuous quality improvement (CQI) activities.

18. Support organizational compliance with Ryan White HIV/AIDS Program requirements and County contractual obligations.

19. Assist with maintaining audit readiness through organized documentation and file reviews.

20. Participate in internal monitoring, chart audits, and corrective action activities.

21. Assist with development and maintenance of policies, procedures, workflows, and forms.

22. Support compliance with Food Is Medicine Coalition (FIMC) accreditation standards.

23. Honor agency policies and procedures.

Other Duties: As assigned by Ryan White Program Manager

Required Skills:

1. Associate degree required; Bachelor’s degree preferred in public health, social work, healthcare administration, nutrition, human services, or related field.

2. Minimum of two (2) years of experience in healthcare, HIV services, social services, nonprofit operations, case management support, or related field.

3. Strong organizational, documentation, and time management skills.

4. Excellent written and verbal communication skills.

5. Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

6. Ability to learn new software applications.

7. Strong understanding of cultural competency with the target population.

8. Must be dependable and self-motivated.

9. Spanish bilingual skills preferred.

10. Ability to work in multi-person multi-activity space.

11. Be able to lift 50 pounds.

Covid 19: We require all employees to be fully vaccinated and provide proof of vaccination upon hire. Background Check: All employees are required to go through a background check. The final consideration for employment depends on clearing of a background check.

Vision Statement:

At Mama’s Kitchen, we envision a community where all individuals with critical illnesses are no longer vulnerable to malnutrition.

Mission Statement:

Mama’s Kitchen believes that everyone is entitled to the basic necessity of life – nutritious food. Our services improve the health and well-being of individuals and families vulnerable to malnutrition due to critical illness.

Mama’s Kitchen Core Values

Dignity and Respect: Focus on the individual is at the heart of everything we do at Mama’s Kitchen. Mama’s Kitchen fosters a community where mutual respect and dignity are preserved by promoting humanity, compassion and empathy towards our clients, donors, volunteers and staff.

Reliability: Mama’s Kitchen is resourceful, efficient, and flexible. Our clients tell us that reliability is what sets Mama’s apart from other organizations.

Integrity: Guided by honesty, loyalty and a commitment to confidentiality, Mama’s Kitchen is responsive to the needs of all our clients, volunteers, donors and staff. We pride ourselves in doing what we say we are going to do.

Diversity: Mama’s Kitchen is an all-inclusive family. We foster a welcoming environment and embrace all members of the community without judgment.

Team Work: Mutual effort and unity are the ingredients that allow our mission to succeed.

Equal Opportunity

Mama’s Kitchen has a long-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.

Submit your application through this link: https://airtable.com/appgR1ZHnoBsUufhs/shrRO2fonf2M8Olsg

NO Phone Calls Please