Colorado Nonprofit Association

Operations Manager

About Jeffco Eats
Jeffco Eats is a dynamic and passionate organization dedicated to combating food insecurity within our community. We are a year-round, out of school food program provider in partnership with the Food Bank of Rockies and the Jefferson County Department of Education. We believe that everyone deserves access to nutritious food, and we work tirelessly to create sustainable solutions to alleviate hunger. Our programs focus on community engagement, resource mobilization, and advocacy to address the root causes of food insecurity. 

Jeffco Eats was founded in 2014 to address the significant need for shelf-stable and fresh fruit and vegetables for low-income families in Jefferson County during non-school hours. The agency has grown to over 50 locations, including schools, libraries, rec centers, churches, nonprofits, and many section 8 housing units through Metro West Housing.

Jeffco Eats’ mission is to reduce the number of children experiencing hunger in Jefferson County, Colorado and to increase nutritional intake through healthy, quality foods. Our programs extend to Lakewood, Edgewater, Wheat Ridge, and Arvada, serving not just the students but also their families. 

Position Overview
The role of the Operations Manager is to put in place and execute a well-defined, highly operational distribution system supported by our core team of volunteers each week. This position is responsible for overseeing an outstanding food distribution program of Food Bank of the Rockies called “Totes of Hope” which provides weekend and summer food for students and additional food pantries and programs. The Operations Manager must be highly skilled in administration and workflow management, have attention to detail and experience managing budgets and volunteer corps. The right candidate has a collaborative leadership style including the ability to coordinate volunteer staffing and lead weekly programs while fostering positive relationships with volunteers and program partners.

Key Responsibilities

Food Distribution Program Management

• Work directly with volunteers, staff and partners to implement food delivery programs.
• Act as point of contact and facilitator with Food Bank of the Rockies, school liaisons and partner organizations to build food distribution partners, establish individual site needs and delivery schedules and ensure appropriate food deliveries are completed weekly.
• Create and update flyers describing Totes of Hope menus and Jeffco Eats Food Pantry offerings as well as flyers outlining food resources and programs for the community.
• Create and maintain the menu of food items by ordering in-kind donations and purchasing additional food each week and snacks as needed, keeping budget, local suppliers and culturally appropriate food in mind. Work closely with the Executive Director to manage the monthly budget for purchasing and stocking of food.
• Provide oversight and build relationships with local vendors to ensure sufficient and timely stocking of food and sourcing of culturally appropriate food for our recipients. 
• Order supplies – cardboard boxes, bins, plastic bags, food and supplies for volunteer groups, as needed.
• Manage incoming food orders and donations, ensuring they are correctly logged, sorted, and stored and maintain accurate inventory records.
• Create and maintain purchase lists and food drive lists based on existing inventory and site needs.
• Manage onsite storage of totes and food pantry items as well as creation of food pantry boxes using food from food drives and other sources. 
• Ensure that programs are implemented in accordance with all relevant regulations and guidelines, maintaining compliance with legal and ethical standards. 
• Create reports to track and ensure transparency, regarding tote counts, students/families served, mobile food boxes and snacks delivered; by location (school, rec center, library) weekly.
• Generate partner and youth/family testimonial content such as stories, videos and pictures to use in marketing and recruitment campaigns. 

Volunteer Management

• Manage as main point of contact in partnership with the Volunteer Assistant (volunteer position) recruitment, communication, placement, scheduling, receiving, training, tracking, and data management for volunteers at Jeffco Eats.  
• Leverage volunteer recruitment and management platforms such as Helping Habit, Constant Contact and others to create posts and manage signups for ad hoc and ongoing public events with support from the Volunteer Assistant.
• Provide oversight to core team operation leaders to ensure sufficient and timely stocking of food, staging for packing days, and organization of delivery of totes, snacks and pantry boxes to sites.
• Proactively communicate with the core volunteer team to ensure sufficient coverage for pickup and unloading site deliveries on Tuesdays, Thursdays and Fridays. Wednesday pantry box setup, and Thursday staging/setup for Friday Packing Event and proactively communicate delivery and schedule changes.
• Conduct meetings with the Core/weekly Team Leaders as needed.
• Onsite management of operations volunteers; determine list of activities, record duties, standard operating procedures and celebrate accomplishments.
• Obtain and maintain proper documentation such as waivers, from all Volunteers. 
• Ensure comprehensive and accurate tracking of volunteer contact information, organizations and hours served across platforms as needed by Jeffco Eats’ leadership team. 
• Generate Volunteer content such as stories, videos and pictures to use in marketing and recruitment campaigns. 
• Establish relationships with key contacts in Corporate organizations responsible for community service, volunteerism, team building events, etc. Share impact of their participation in events and encourage ongoing partnership. 

Food Drives

• Reach out to community contacts, local grocery and/or municipal agencies to establish relationships where we can hold in-person food drives. Work with community contacts to educate them about the process for hosting and scheduling food drives. 
• Determine list of target foods to collect, prior to the event as well as appropriate drop off time & location for food collected during events.
• Provide materials required for a successful Jeffco Eats Food Drive.
• Recruit, place and manage volunteers necessary for supporting Food Drives.
• Must be ‘on call’ during Food Drive events in case of issues. 

Professional Performance 

• Adhere to all Personnel Policies and Procedures for the organization.
• Maintain professional standards of performance, demeanor, and appearance at all times; act as a “role model” both at and away from the organization.
• Maintain a creative, team-building approach to job performance and seek to bring a constructive, problem-solving orientation to all tasks.
• Perform all tasks and responsibilities with attention to detail and in a complete and timely manner, complying with organization policies and standards and conforming to the scheduling requirements of the job and program.
• Maintain an awareness of the organization’s mission and work to promote the positive individual and social change goals it embodies.
• Exercise discretion and professional judgment at all times keeping with the responsibilities carried personally and by the organization for the care and welfare of the clients; act with honesty and integrity in all aspects of organization business.
• Actively strive to upgrade professional skills through engaging in appropriate professional training and experience.
• Actively strive to create and maintain a culturally sensitive, justice-centered and appropriate environment through communication and interaction that demonstrates respect for diversity, socio-economic and cultural differences and that fosters a work environment where people from all backgrounds are welcomed and valued.
• Other duties may be assigned

Qualifications

• Ability to work effectively in collaboration with diverse groups of people
• Must be computer proficient and possess experience with Google Suite, volunteer and donor data management database software, and able to quickly learn new software as needed.
• Ability to handle multiple tasks and to assess and change priorities based on organizational needs.
• Strategic thinker who communicates professionally and effectively with diverse staff, volunteers, donors, prospects, and community stakeholders.
• Ability to maintain consistent discretion and confidentiality in the performance of duties.
• Ability to work with a high degree of autonomy, initiative, and exercise personal judgment in a fast-paced environment with a strong sense of humor and integrity.
• Superior skills to organize, plan, and execute the full scope of required programs.
• Candidates must possess a Colorado driver’s license, meet background check criteria, and meet criteria for clearance to drive Jeffco Eats vehicles.
• Commitment to and passionate about social justice and a deep understanding of the challenges related to food insecurity. 
• Fluent in spanish – desired not required

Work Schedule

This is a part-time, year-round position. The typical work schedule is flexible Monday–Friday between 8:00 am – 5:00 pm, with some weekends and/or evenings to support the needs of the organization. This position must be available to be on site on Tuesday, Thursday and Friday, 8a-12p MST.

Work Environment
This is a hybrid work environment with some required on site hours to oversee and manage food deliveries, food packing days, etc. This position may require travel to off-site programming locations. 

Physical Requirements

• Able to lift at least 25 lbs.  
• Dexterity, auditory and visual acuity to operate computers and phones or mobile devices. 
• Auditory and visual acuity to interact with staff, volunteers and partners on a daily basis. 
• Able to successfully manage multiple, high priority tasks in a fast-paced and often times crowded and noisy environment.