To apply, e-mail resume and cover letter to Bambi at on or before June 15.

Job Title: Administrative Support
Position Type : Part Time (1.0 FTE), Non-Exempt
Work Hours: Thirty hours per week; working hours are determined by program need and agency hours of operation.
Job Description

Job Purpose:

Provides clerical and related support to administrative leaders to maintain day to day operations and record keeping systems in compliance with federal, grant, and agency requirements. Assists in special projects, board activities and agency wide events.


Primary Responsibilities:

·         Maintain accuracy and completeness of data entered in multiple software programs

·         Proper maintenance of multiple filing systems

·         Maintain employee time records, including hours worked, time exceptions, vacation and sick leave balances

·         Organize and maintain the inventory of the storage room

·         Assist in preparing accounting documentation and back up for data entry including credit card statements, deposits and audit information

·         Prepare and maintain Human Resource documentation for new hires, volunteers, board members and employee trainings and certifications.

·         Assisting in board meeting preparations and record keeping


Specific areas:

·         Assist with accuracy of donor database and other donor communications systems

·         Assist with preparation of mass mailings for donor and client communications

·         Maintain files for financial recordkeeping in accordance with grant requirements, including filing of receipts and vendor invoices

·         Prepare and distribute monthly program expense reports for Program Coordinators

·         Data entry of program related expenses for billing on a monthly basis

·         Assist in employee travel planning, including making reservations and coordination of trip agendas

Seasonally / As Needed

·         Assist the Development Director with special events as needed, including Red Ribbon Gala and agency site visit preparation.

·         Assist the Nutrition and Care Coordinators with client events logistics

·         Assist with board meeting preparation, including ordering lunch, taking notes during the meeting and creating the meeting minutes.

·         Assist with financial audit preparation, including document and reports submission.



Other tasks:

·         Perform other duties as assigned by the Operations Director and other Administrative Leaders.

·         Provide break relief and coverage during vacation and illness for the Client Services Receptionist.


Skill Requirements:

·         Able to learn and master multiple different database software systems, and comfortable moving between them on a regular basis

·         Strong organizational skills, detail-oriented and tasks completed in a timely and accurate manner

·         Writing and proofreading skills

·         Able to problem solve with direction from leaders, policies and procedures

·         Has strong verbal and written communication skills

·         Knowledgeable and comfortable with accounting terminology and procedures


Physical Requirements:

·         The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         While performing the duties of this job, the employee must frequently lift and/or move up to 20 pounds.


Experiential Requirements:

·          2 years’ experience in administrative or nonprofit field preferred


Educational and Licensure Requirements:

·         High school degree or GED.  Associates degree in business or a liberal arts field is preferred.

Other Requirements:

·         Must have dependable transportation


Prepared By:  


Bambi Howard-LaTray

Operations Director

Date:  May 16, 2018
Approved By:
Kate Neary

Chief Executive Officer

Date: May 16, 2018

To apply, e-mail resume and cover letter to Bambi at on or before June 15.

Job Title: Registered Dietitian (RD/LD)/Nutrition Services Coordinator
Position Type :  Full Time, Exempt
Work Hours: Forty hours per week; working hours are determined by program need and agency hours of operation.  Occasional work outside of normal agency hours is required.
Job Description:  The Registered Dietitian provides medical nutrition therapy (MNT) and nutrition education to any client who seeks such services.  This position works as the clinical liaison between Tulsa CARES nutrition program and HIV medical providers.  Along with such duties, this position will provide administrative oversight and coordination of the Nutrition Services Department, which includes pantry, congregate meals, Farmer’s Market and client social events.



Primary Responsibilities:

·         Complies with the Nutrition Services Program Policies and Procedures as established by Tulsa CARES.

·         Makes recommendations for policy and procedure changes to the Program Director related to medical nutrition therapy services and nutrition care.

·         Supports an environment of health and wellness in accordance with the program’s mission statement.

·         Assures client care plans are implemented and revised as indicated.

·         Delegates and oversees nutrition program work assignments.

·          Supervises nutrition staff, dietetic interns and program volunteers.

  • Works as part of an interdisciplinary case-management and mental health team to meet the needs of the entire person.

·         Ensures program expenditures are within program budget allowance.

·         Works closely with other programs to provide a continuum of health care and to promote coordination and collaboration with other health and/or social service organizations.

·         Performs Nutrition-focused physical examinations on a routine basis. Provides in depth examination for clients presenting with signs of malnutrition or nutrition deficiencies and makes nutrition diagnosis.


Specific Tasks:

·         Directly implements the nutrition care process for insured clients referred to the nutrition program by a physician order, including nutrition assessment, diagnosis, intervention, and monitoring/evaluation.

o   Nutrition Assessment: Provides Bioelectrical Impedance Analysis (BIA) testing and interpretation as a component of the Nutrition Focused Physical Exam, reviews food intake in comparison to estimated macro and micro-nutrient needs, interprets nutrition-related lab work.

o   Nutrition Diagnosis: Uses data collected during the nutrition assessment to make a nutrition diagnosis.  Notifies referring provider if malnutrition or nutrient deficiencies are suspected.

o   Nutrition Intervention: Implements interventions directed at the root cause or etiology of the nutrition problem and aimed at alleviating the signs and symptoms of the diagnosis.  Uses approved nutrition-order writing standing orders as appropriate for the provision of supplements, vitamins, and minerals.  Provides diet education supportive of nutrition prescription and general food safety education for immune compromised individuals as appropriate.

o   Nutrition Monitoring/Evaluation: Based on severity of nutritional risk, re-evaluates patient progress every 1 week to 12 months.  The standards of care for PLWHA are to see an RD/LD and receive MNT once per year.

  • Interprets baseline BIA test results and provides further evaluation of client nutrition status when indicated, for monthly pantry clients when appropriate.

·         Conducts monthly pantry program intake assessments, including the collection of height, weight, BIA test data, and waist circumference and orientation to the monthly pantry program client rights and responsibilities, and, when nutrition care coordinator is unavailable, the follow-up BIA testing of food pantry clients

  • Documents the nutrition care process in the and documents client assessment findings in Case Notes in RWCAREWARE in accordance with billing and accreditation requirements within 2 business days of service delivery or patient contact.
  • Communicates nutrition assessment and interventions, BIA test results, and other imperative information with client’s health care provider upon client’s consent.
  • Provides input regarding food selections for pantry stock and prepared client meals.
  • Responsible for overseeing nutrition education (general, group, and individual) conducted by other nutrition staff and for promoting healthier eating habits to clients.  The dietitian will review all nutrition education materials provided by the agency prior to client distribution.
  • On a quarterly basis, maintains face-to-face contact with current and potential referring HIV physicians to establish and maintain continuum of care relationships within the HIV care community.
  • Responsible for all aspects of preparing documentation required for MNT billing, including BlueCross Blue Shield, Community Care, United Health Care and Medicaid.  Ensures all needed documentation is on file before billable patient services are provided.  Submits billing charges within 10 business days from the date of service.
  • Submits documentation of all continuing education to Program Director.

·         Oversees the routine purchase and selection of food and nutritional supplements that are to be consumed by clients (farmer’s market, congregate meal, and pantry re-stock).

·         As needed, assists with weekly re-stocking of food pantry and collection of local farmer’s market food donations.

·         Submits program purchase receipts and invoices to office manager on a monthly basis.

·         Along with agency cook, plans and organizes all food events that include food provision to clients (i.e., Tuesday client lunch, annual cookout, holiday party).

  • Prepares monthly reports and submits data as needed to appropriate administrative staff, including data required for grant reporting.  Tracks and monitors progress of clients receiving services; collects and applies data to improve client outcomes; participates in quality improvement efforts

·         Performs other duties as assigned by the Program Director or Chief Executive Officer.


Skill Requirements:

·         Knowledge of database software; spreadsheet software; Internet software and word processing software.

·         Ability to complete nutrition screening assessments and body composition assessment through bioelectrical impedance analysis (BIA) testing.

·         Demonstrate competency in nutrition-focused physical examinations to identify those clients who may be malnourished.

·         Ability to plan events for large groups appropriate for a population with health needs.


Physical Requirements:

·         The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         While performing the duties of this job, the employee may lift and/or move up to 50 pounds.


Experiential Requirements:

·         Nutrition education and counseling experience preferred.

·         Experience working with those living in poverty, with HIV/AIDS, and/or with other chronic health conditions is preferred.

·         Food service experience preferred.

·         Management experience preferred.


Educational and Licensure Requirements:

·         Registered/Licensed Dietitian (RD/LD).

·         Bachelor’s Degree of Science in Nutrition.  Master’s Degree preferred.

·         Must maintain current driver’s license and any relevant licenses or certifications.

·         Must maintain a current Tulsa food handler’s permit or Foodservice Manager Certification.

·         Must attend a minimum 16 hours of relevant continuing education per year.



Prepared By:  


Casey Bakhsh, LCSW

Program Director

Approved By:
Kate Neary, MPH

Chief Executive Officer