Retail and Foodservice Partnerships Program Manager

General Position Summary:

The Retail and Foodservice Partnerships (RAFP) Program Manager leads a team that builds and strengthens partnerships between retail food donors and agencies across Western Washington. The RAFP team helps facilitate donations of food and other product from retail grocery corporations, regional grocers, restaurants, and foodservice facilities. The RAFP team ensures smooth delivery of donations from donor sites to our warehouse or partner agency locations.

This position manages donor cultivation and retention, and works with partner food banks, meal programs, and shelters to receive donations and maintain the quality and safety of the food in transit. The RAFP Program Manager also collaborates with other departments and helps set organizational strategy that expands the capacity of our agency network.

Responsibilities:

Management of Retail and Foodservice Partnerships Program:

• Supervises a team of Retail and Foodservice Partnerships Specialists. Establishes performance expectations and work schedules; orients, trains, develops, and supports continuing education for staff; assigns work and tracks progress through regular check-ins and team meetings; assesses and manages performance; provides ongoing coaching and feedback; advocates for employees; resolves complaints.
• Develops and maintains positive, professional relationships with partner donors and agencies. Provides team with leadership and guidance on strengthening relationships with donors, agencies, and other retail and foodservice representatives.
• Creates and maintains confidential Retail and Foodservice Partnerships partnership agreements and equipment contracts with donors and agencies. Quickly resolves agency and donor issues.
• Manages MealConnect reporting system for donations picked up by partner agencies. Manages network-wide updates and improvements to the system.
• Ensures monthly RAFP poundage reports are sent to Food Lifeline and retail and foodservice industry stakeholder. Manages data collection and leads the confirmation and validation of submitted information from partners.
• Ensures assigned member agencies are monitored and remain in compliance with our member agency agreement and Retail and Foodservice Partnerships program requirements.
• Leads the day-to-day supervision, ongoing training, and appreciation of program volunteers.
• Coordinates with Operations department on any RAFP- related inquiries.
• Develops and maintains Retail and Foodservice Partnerships program training materials, including: posters, job aids, videos, manuals, and standard operating procedures. Coordinates with Marketing and Communications team on public outreach efforts.
• Coordinates with the Agency Advancement Manager, and Agency Experience Manager to build cohesion between all teams, working towards the strategic goals of Agency Programs and Network Development.
• Coordinates with Food Resources team on annual procurement plans and goals, and identify opportunities for collaboration on donor engagement.
• Ensures staff members have current food handler’s permits and meets other food safety training requirements. Ensures Retail and Foodservice Partnerships team supports food safety training provided to drivers, store personnel, and partnering agency representatives.
• Ensures RAFP program has sufficient inventory of equipment for assigned partner agency requests.

Strategic and Operational Responsibilities:

• As member of the agency programs and network development team, the RAFP Program Manager collaborates with team leaders to develop and improve department initiatives, strategic plans, goals, objectives, and budget.
• Implements team strategic plan actions by developing milestones and timelines, and balancing responsibilities among RAFP staff according to their skills and interests whenever possible.
• Identifies new initiatives, opportunities, or services that could benefit our donors or agency partners. Scopes projects and determines level of effort required for successful and timely completion. Works with the Development department on new funding opportunities and provides necessary information for grants and other programs.
• Acts as a food safety champion to donors, agencies, and internally. Serves as a member of food safety and food flow committees.
• Participates in agency coalition meetings and executive committees as needed. Presents updates from Food Lifeline, positively receives feedback, and works towards mutually beneficial solutions.
• Attends and participates in meetings, committees, fundraisers, and events as required.

Required Qualifications:

• Demonstrated understanding of the intersections between hunger, poverty, racial inequity and social injustice. Must have awareness of the issues faced by community members experiencing poverty or facing food insecurity.
• Working experience that demonstrates understanding of retail and foodservice industry practices and food bank operations, including transportation, food safety, and effective distribution practices.
• Experience setting program benchmarks, contingency plans, and independently monitoring program strategic initiatives.
• At least one year of people management experience, including but not limited to coaching, assessing, and correcting the performance of direct reports.
• Ability to read, evaluate, interpret, and update policy based on general business periodicals, professional journals, technical procedures, or government regulations.
• Ability to communicate effectively both in writing and in person.
• Excellent customer service experience, including ability to solve problems and mediate conflict through de-escalation and avoidance.
• Experience developing and managing organization-level agreements or contracts.
• Intermediate knowledge of Microsoft Office suite products.
• Up-to-date understanding of food safety regulations. Grocery retail or foodservice experience preferred.
• Establish KPIs to work towards strategic goals.

Preferred Qualifications:

• Education/training/experience in program management, non-profit management, business

administration, or food industry management.

• Willingness and ability to obtain Washington State food handler’s permit and ServSafe Manager

training within 30 days of hire.

• Experience using SmartSheet or other data management platforms.

Job Scope:

This position:

• Has frequent new and varied work situations.
• A mid-high level of work complexity.
• Determines own practices and procedures and contributes to the development of new concepts that govern the work of others.
• Performs work independently with minimal supervision.
• Decisions are made within policy constraints.
• Budgetary accountability – Partial budgetary preparation/compliance accountability for $200,000 expense budget.
• Grant management - Partial accountability for grant management connected to RAFP program when appropriate.
• Management of capital assets – Partial accountability for control of assets valued under $25,000.
• Responsibility for planning – Partially accountable for operational and strategic planning for functional area

Consequences of errors: Failure to properly manage the program may result in substantial loss of in-kind food donations; reduced donations may result in shortages of food and other items needed by affiliated agencies and ultimately the individuals and families in need of assistance. Failure to maintain positive relationships with internal and external stakeholders may result in diminished productivity and the reputation of the organization. Failure to coordinate efforts with Operations may result in loss of perishable food due to expiration. Failure to properly train individuals involved in the donation, collection, and sorting process may result in waste and/or inappropriate items entering the distribution system.

Supervisory Responsibility:

This position supervises three nonexempt Retail and Foodservice Partnerships Coordinators. Full supervisory responsibility includes daily work direction, absence/overtime approval, making hiring and termination decisions with awareness and approval of Director, and managing pay and job changes among staff.

Interpersonal Contacts:

Contact is both internal and external, usually with customers or own staff and may be confidential or sensitive in nature.

• Internal 50%
• In Person 50%
• External 50%
• Telephone 30% • Email 20%

Job Conditions:

Work is performed in an office setting with adequate lighting, heating, and ventilation. Requires extended periods of sitting, use of desktop computer terminal, and the ability to routinely lift and carry up to 10 pounds. Work may require use of company car to attend meetings and events. Position requires patience and tact while managing multiple tasks and interacting with a variety of people. Position may require occasional evening or weekend hours.

Physical Demands:

Position requires continuous talking and listening, in person and by phone. Prolonged periods of sitting while using computer keyboard. Uses repetitive wrist and hand motions. Requires frequent standing, walking, reaching, and feeling. Requires occasional operation of a car in a variety of weather, road, and traffic conditions.