Culinary Fundamentals Program Coordinator

ABOUT HOT BREAD KITCHEN

Since 2008, Hot Bread Kitchen has empowered New Yorkers who face barriers to economic opportunities through transformative careers in New York City’s food industry. We offer small business development programs, culinary skills training, and job placement, bolstered by individualized wraparound supportive services. Our small business program, HBK Incubates, supports entrepreneurs as they transform their food businesses into sustainable income sources. Culinary Fundamentals, our award-winning culinary training program provides access to high-quality jobs for those starting their careers in the food industry. Our upskilling programs enable incumbent workers to gain further skills leading to higher wages and career advancement. We work diligently alongside our network of over 200 food employer partners and more than 250 nonprofit and government partners to ensure our graduates are set up for success both at home and in their careers.

The Culinary Fundamentals program is Hot Bread Kitchen’s signature 5-week culinary job training program that serves individuals facing barriers to meaningful careers who are ready to take steps toward a first job in the food industry. Hands-on instruction is provided in basic cooking techniques and methods, baking and pastry production and introductory knife skills, as well as daily Professional Readiness and English for Speakers of Other Languages classes.

THE OPPORTUNITY

Hot Bread Kitchen seeks a mission-driven, detail- and process-oriented Program Coordinator to provide administrative and operational support, and ensure data quality. Responsibilities include data entry and maintenance in Salesforce, correspondence with a high volume of participants, scheduling interviews and intakes, and conducting clerical duties across program operations daily.

The ideal candidate is organized, detail-oriented and has strong initiative. They are a proactive, responsible communicator who delivers a high quality of service for program participants from application through enrollment and training. They are committed to maintaining accurate data in Salesforce and follow application-based training, as well as internal resources, to apply best practices and ensure strong data operations.

Reporting to the Culinary Fundamentals Program Manager, the position is dedicated to the Culinary Fundamentals program and provides coverage and assistance to other workforce programming based on organizational need.

GENERAL RESPONSIBILITIES

Data Collection and Quality Control:

• Enter and maintain accurate, up-to-date data in Salesforce and internal documents, including key training dates, campaign templates, and participants’ progress
• Leverage Salesforce functionality and tools to coordinate screening, generate reports, and communicate with participants via campaigns and tailored outreach.
• Organize pipelines of program participants found in Salesforce year-round.
• Ensure 100% collection and entry of participant details via required forms such as Training Waivers, Intake Surveys, and General Consent & Releases.
• Administer program surveys on time and track and confirm receipt responses.
• Record training outcomes in Salesforce, including through use of external data uploader tools
• Complete regular data cleaning to ensure records are up-to-date, complete, and non-duplicated.

Interviews & Enrollment Administration:

• Conduct screening of participant applications and records in Salesforce to determine eligibility per program criteria.
• Support coordination of staffing plans and logistics for interviews and assessments.
• Conduct outreach to schedule interviews and assessments with all applicants.
• Provide on-site assistance for interviews and assessments, as well as intakes and registration activities.
• Maintain accurate and timely records of interviews and assessments outcomes and administer communications with accepted, rejected and waitlisted applicants.
• Collect and process participant enrollment documents and stipend records.

Program Operations & Logistics Support:

• Provide daily operational support with on- and off-site training activities.
• Assist in daily member sign-in and -out procedures, activity transitions flow and transit card distribution.
• Support calendar administration with updates to activities and events across G-Calendar and G-Sheets.
• Correspond with participants via email, SMS and call; monitor and maintain an organized team inbox.
• Conduct inventory management to support ensuring program materials and supplies are available.
• Prepare and print program documents including attendance sheets, member calendars, and signage.
• Coordinate materials and communications for Food Protection course related to its training, off-site exam, results, retakes and license distribution.

QUALIFICATIONS

• Passion and commitment for Hot Bread Kitchen’s mission.
• Must have 1 year of relevant work experience in project management, administration or direct services.
• Knowledge in maintaining data in a client-relationship management (CRM) database, Salesforce preferred.
• Excellent organizational skills with the ability to multi-task and time-manage in a fast-paced environment.
• Familiarity working with and supporting diverse populations a plus.
• General proficiency in Google Workspace and Salesforce or similar tools.
• Strong communication skills, both written and verbal, as well as interpersonal skills required.

COMPETENCIES

• Detail oriented Thoroughly verifies information for accuracy and completion, ensuring no gaps in required information. Reviews work carefully, and proactively identifies and corrects errors. Look for ways to prevent similar errors.
• Results driven Achieves goals in a timely manner and adapts to various solutions when an original plan does not work. Gathers information, seeks input, and drives work forward.
• Multitasking Has the ability to successfully juggle multiple priorities while maintaining the ability to deliver on time, or develop and communicate new timelines.
• Supportive Seeks ways to support team efforts while contributing to overall organizational success.
• Interpersonal relations Exhibits respect and understanding of others to maintain professional relationships. Ensures trust and respect. Recognizes and owns the personal impact of their words and actions.

OUR VALUES

We are driven by a feeling of commitment to support our members, teammates, and partners as best as we can. Our culture of equity comes from the many cooks in our kitchen and the diversity of perspectives we each bring. We believe that respect goes a long way in making people feel welcome, accepted, and celebrated. We seek out opportunities for connection and become a stronger team by being in community and prioritizing candor over consensus. The pace of our work and velocity of change can be quick; our entrepreneurialism helps us take optimistic risks and pursue inventive solutions.

COMPENSATION & BENEFITS

This is a full-time position. The salary range is $64,000-$66,300, commensurate with experience. Hot Bread Kitchen's comprehensive benefits package includes health/vision/dental insurance (eligible from day one), 401K contributions, paid office closure days (including holidays and staff appreciation days, and a one-week holiday break at the end of the year), flexible and generous vacation and sick time, paid parental leave, and a sabbatical program (after 5 years of service). Our organizational culture is inclusive, entrepreneurial, flexible, and civically minded (learn more about our culture on hotbreadkitchen.org/careers).

This is a non exempt position, eligible for overtime pay. Work hours are tracked and approved overtime hours are paid accordingly.

LOCATION

This position requires in-person presence 5 days a week, Monday to Friday, 9 a.m. to 5 p.m., at our facility in Chelsea Market. There is flexibility for hybrid work when programming is not in session.

To Apply

• Please include a cover letter and experience-aligned resume including your pronouns.
• Apply here at Hot Bread Kitchen’s Applicant Tracking System

Due to the volume of applications, only complete applications sent via our Applicant Tracking System will be considered. Applications sent via other third-party sites will not be accepted or reviewed.

Hot Bread Kitchen is an Equal Opportunity Employer. It does not discriminate against applicants based on race, religion, color, disability, medical condition, legally protected genetic information, national origin, gender, sexual orientation, marital status, gender identity or expression, sex (including pregnancy, childbirth or related medical conditions), age, veteran status or other legally protected characteristics. Any applicant with a mental or physical disability who requires an accommodation during the application process should contact hr@hotbreadkitchen.org to request such an accommodation.

Hot Bread Kitchen's comprehensive benefits package includes health/vision/dental insurance (eligible from day one), 401K contributions, paid office closure days (including holidays and staff appreciation days, and a one-week holiday break at the end of the year), flexible and generous vacation and sick time, paid parental leave, and a sabbatical program (after 5 years of service). Our organizational culture is inclusive, entrepreneurial, flexible, and civically minded (learn more about our culture on hotbreadkitchen.org/careers).