Project Controls Manager jobs in Santa Rosa, CA

DEPARTMENT: Volunteer Relations

REPORTS TO: Volunteer Relations Manager

LOCATION: Sebastopol Kitchen

FLSA STATUS: Regular, Full-Time, Non-Exempt

Position Summary

The Delivery Manager ensures that medically tailored meals, groceries and produce bags are delivered from Ceres’ kitchens to its clients efficiently, safely, and with care. S/he/they are responsible for day-to-day delivery operations, which includes maintaining a small fleet of vans, scheduling delivery routes, managing staff and volunteer drivers, and staging deliveries to residents throughout Marin, Sonoma, Solano, Napa, and Lake Counties.

The Delivery Manager is also responsible for holding volunteer relationships at the center of Ceres’ work in the community. She/he/they ensure that all volunteers are treated with love and care, and that, in turn, clients experience the caring support of their community through contact with staff and volunteer drivers.

As a manager, this role is responsible for modeling Ceres’ Operating Principles and Operating Agreements for staff and team development among those staff members reporting directly to this role. This includes giving meaningful ongoing feedback and completing required reviews in a meaningful way and on time. In addition, as a manager, this role is responsible for accurate approvals of timesheets, expense reports, and PTO requests for direct reports.

This role oversees a team of 2-4 paid Drivers and an expanding team of volunteer Delivery Angels (about 20 per delivery window and currently > 75 in total).

Essential Functions and Responsibilities

Operations

• Oversees multi-county meal delivery to ensure efficiency, cost-effectiveness, and food safety.
• Oversees maintenance and management of agency’s fleet of vehicles.
• Supports growth and development of individual staff members on the team as well as the team overall; works to troubleshoot and resolve immediate issues, while working towards long-term solutions and improvements.
• Responsible for volunteer relationship management to ensure retention and engagement; ensures Delivery Angels (DAs) are appreciated and contributing to Ceres in meaningful ways.
• Serves as main point of contact for DAs, ensures that they are onboarded, trained, and adequately supported in their volunteer roles; provides overflow support to process volunteer applications and lead orientations as needed.
• Integrates DA feedback on routes and processes for continual improvement.
• Works closely with the Client, Culinary, and Volunteer departments to integrate cohesive processes.
• Provides critical reporting to management in the event of an emergency (fire, flooding, earthquake), including which clients and volunteers will be impacted; creates volunteer call lists, leads communication to DAs, and supports emergency provisions to County-designated emergency shelters when activated.
• Ensures staff and DAs are up to date on required trainings and certifications as needed.
• Represents Ceres in the community and at events as needed.
• Other duties as necessary and required.

 Delivery Planning and Hosting

• Ensures there is a sufficient pool of DAs scheduled to complete weekly deliveries, cart runs between kitchens, and weekly procurement; problem-solves to fill gaps.
• Communicates weekly schedules to DAs, highlighting any key areas where additional support is needed.
• Plans for and manages a pool of backup drivers for call outs; ensures backups know they may be called upon.
• Maps routes and sends out delivery instructions and maps to DAs using Geopointe and Salesforce:
  • Creates routes, matches DAs, assigns clients, distributes routes and instructions, tracks changes and adjust routes as needed with client cancellations and skips.
• Manages DA or staff call outs and/or needs for support, troubleshoots delivery issues.
• Serves as backup to run delivery routes as needed due to volunteer shortages.
• Stages and hosts weekly deliveries:
  • Oversees bag checks, organizes related inventory, greets volunteers, communicates instructions, distributes take home meals for volunteers and/or any other volunteer milestone gifts.
• Ensures meal temperature checks are regularly taken for compliance and food safety purposes.

 Data Integrity and Reporting

• Logs missed deliveries, skips, cancellations, route changes and updates in Salesforce in a timely manner, as real time as possible and by the next morning.
• Tracks any volunteer feedback in Salesforce as appropriate.
• Ensures data quality and integrity when entering or amending Salesforce volunteer records.
• Maintains transparent data dashboards to support workflows and track key metrics.
• Regularly monitors data integrity through quarterly data integrity audits.
• Reports on key metrics and data as requested and required.

As a manager, this role:

• Consistently models Ceres’ Operating Principles and Operating Agreements.
• Provides a minimum of monthly one-on-one check-ins with direct reports.
• Completes thoughtful and timely annual reviews, including 30, 60, 90-day reviews for new staff or staff in new roles Ensures timely submission of annual reviews for all direct reports.
• Ensures effective and meaningful onboarding and training for new staff or staff in new roles; oversees timely completion of any required training.
• Ensures ongoing training and staff development, including coaching staff who have performance issues, and documenting and escalating when appropriate to a direct supervisor and/or HR.
• As needed, ensures role-specific training and familiarity with using Salesforce and other technology platforms.
• Carefully reviews all timesheets and PTO requests in BambooHR for accuracy and available balances; submits approvals in a timely manner.
• Follows appropriate protocols for expense reimbursement and credit card receipts (where applicable) for both self and direct reports.
• Attends Ceres’ Manager Meetings.

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• Valid CA driver’s license with a clean driving record and own transportation.
• Volunteer management experience highly desirable.
• Must be highly organized and possess strong attention to detail.
• Can both anticipate and mitigate problems and make sound decisions under pressure.
• Excellent communication skills: can communicate clearly, warmly and charismatically to engage a diverse group of people.
• Demonstrated ability to work collaboratively on a team and be self-motivated independently.
• Must be comfortable with technology; proficient to intermediate knowledge of Microsoft Office required, experience with Salesforce and Geopointe (or other mapping software) highly desirable.
• Demonstrates a good awareness of self and ability to self-assess.
• Ability and desire to be in a work environment that values working as a team, relationships and giving and receiving honest feedback.
• A commitment to Ceres Community Project mission and operating principles.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by a staff member 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 is regularly required to stand or sit at a workstation; use hands and fingers to operate a computer keyboard and mouse; talk and hear to communicate with coworkers.
• Light to moderate lifting of up to 30 pounds, bending, stooping and climbing a ladder is occasionally required.
• The work environment is primarily indoors with the majority of time spent sitting at a desk, on the phone or a computer, with moderate noise (office equipment, conversation from adjacent coworkers and commercial kitchen equipment) in the background.
• Moderate noise (i.e. nonprofit setting with office equipment, conversation from adjacent coworkers and commercial kitchen equipment).

COVID-19

Ceres is following the guidance and requirements of the health departments of Sonoma and Marin counties, the state of California, and the CDC. We have extensive protocols in place for prevention of and response to COVID-19 and all new staff will be briefed on these in their onboarding. We need a commitment from all staff that they will abide by these protocols.

Ceres Community Project is an Equal Opportunity Employer. All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.

Operating Principles

• Heart Centered & Love Guided - We are committed to expressing love, trust, respect and integrity in our lives, work, and organization.
• Everything Matters - Nothing is left out. We work to have every action and choice lead to the greatest positive impact.
• Young People are the Future - Young People are intelligent, responsible, capable, creative, and caring, and must be central participants in shaping our collective future.
• Equitable, Diverse, and Inclusive - We commit to championing policies and practices of social equity that build a diverse, inclusive, and healthy workplace and food system.

Ceres Organization

Founded in 2007, Ceres Community Project works to build healthy communities by restoring whole, organic and locally grown food to its place as the foundation of health, empowering youth, and connecting people in heart-centered ways to others and the earth.

Ceres Community Project's main program, Healing Meals for Healthy Communities, provides free and low-cost nourishing organic meals, nutrition education and caring support to people facing serious illness. All of the meals are prepared by teens that learn about growing, cooking and eating healthy whole foods and the connection between diet and health, develop life and work-ready skills, and discover their power to make a difference. The Healing Meals Program improves healthy eating behaviors among clients, teens and adult volunteers and educates the whole community about the link between healthy eating and the health of both people and planet. It also strengthens the social fabric of the community, another factor that is at the root of health. In times of disaster, Ceres is an emergency nutrition provider for our community.

In addition to operating three program sites in Marin and Sonoma counties, Ceres has trained 13 communities nationally to replicate our model. We are also active at the state and national level in advocating for policies that support equitable access to healthy food and health care, including reimbursement for medically tailored meals by insurers. For more information, please visit www.ceresproject.org.

Ceres Community Project is an Equal Opportunity Employer. All employment decisions at Ceres are made without regard to race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status or any other status protected by laws or regulations.