Contract and Compliance Coordinator (35388)

Are you a skilled professional who believes in lending your skills to end hunger? If so, consider being the Contract & Compliance Coordinator for the San Francisco-Marin Food Bank. Join our friendly, collaborative, and hardworking strategy team, reporting to the Chief of Staff.

The Contract and Compliance Coordinator will be part of the Strategy Branch at the Food Bank that is part of the Executive Department and provides organization-wide and cross-departmental support. This will include grant and contract documentation gathering support, audit preparedness, and Feeding America reporting compliance. This is an execution-focused role: the coordinator is responsible for finding, gathering, organizing, and verifying information accurately and on time.

Who We Are:

The San Francisco-Marin Food Bank’s mission is to end hunger in San Francisco and Marin counties. We envision a community free of the root causes of hunger, where everyone has access to nutritious food of their choosing and is uplifted by a network of support.  

Together with more than 300 community partners, we work to address hunger head-on through a coordinated network of neighborhood food pantries, CalFresh enrollment, home-delivered groceries, and policy and advocacy efforts. We work with our community to provide food for people facing hunger today while working to end the hunger of tomorrow. This fiscal year, we are serving 36,000 households per week. Nearly 70% of what we distribute is fresh fruits and vegetables. Visit sfmfoodbank.org to learn more. 

Who You Are:

To excel in this position, you will need to approach the work with the following habits and values:

• Collaboration and Teamwork: Establishes and maintains effective relationships with colleagues and partners. Partners with others to get work done. Gains trust and support of others. Offers up specific ways to be of assistance and undertakes additional tasks to support others.
• Values Differences/Embraces Inclusion and Diversity: Seeks to understand different perspectives and cultures. Contributes to a work climate where differences are valued and supported. Self-aware and considerate of how they handle bias, poor treatment, and conflict, and demonstrates that they value others. Is sensitive to cultural norms, expectations and ways of communicating.
• Judgement: Recognizes when to escalate situations to the next higher level of expertise. Considers alternative available actions, resources, and constraints before selecting a method for accomplishing a task or project. Reviews all relevant information or aspects of a situation before acting or deciding.
• Self-Awareness and Professionalism: Reflects on activities and impact on others. Proactively seeks feedback. Admits mistakes and gains insight from experiences. Knows strengths, weaknesses, opportunities and limits. Knows how to conduct self in the workplace: communicates effectively, resolves conflict, does not gossip, acts with integrity, and holds professional boundaries.
• Delivers Commitments: Follows through on commitments. Takes personal responsibility for decisions, actions and failures. Is seen as direct and truthful. Identifies and communicates what they need of others, and shares that with others directly and professionally.
• Attention to Detail: Catches errors and inconsistencies others might miss. Verifies information against source materials before treating it as final. Maintains high standards for accuracy even on routine or repetitive tasks.

What You Would Be Accountable for:

The Contract & Compliance Coordinator is accountable for the following key pieces of work: 

• Providing accurate, timely and high-quality contract and audit prep for all Departments within the organization.
• Gathering materials needed for audits and processes required by Feeding America, in support of the Chief of Staff.
• Driving the successful fulfillment of document gathering for grant applications and reports with complete accuracy and thoughtful coordination across multiple stakeholders who are content owners.

What You Would Be Doing Right Now:

Audit & Compliance Preparedness:

• Support funding-driven audit preparedness, execution and follow-up for grantors, independent auditors and oversight organizations that the Food Bank has a contractual or compliance or funding relationship with that requires such reporting.
• Develop and implement self-managed systems to determine all necessary items for audit prep, gather the appropriate documentation from the relevant stakeholders, and schedule meetings as needed to execute audit prep or delivery.
• Ensure complete and thorough accuracy of all audit and compliance products, and that they are delivered ahead of deadline to allow sufficient review by the contract owner before final submission to the funder.
• Gather and organize materials needed for audits and other compliance processes required by Feeding America, in support of the Chief of Staff.

Grants Management:

• Provide a centralized grants document gathering function that coordinates all elements — finance, program/grant deliverables, reporting, recordkeeping — that can work in partnership with a designated project lead for each grant application or report.
• Coordinate the necessary information gathering from those accountable for grant deliverables to ensure funder reporting requirements are documented appropriately within the report.

Workplan Reporting Coordination:

• Provide a centralized coordination service to the organization for ensuring the quarterly workplan reporting in the workplan software is completed
• Send reminder to all staff who are required to report on what to share and by when, and train staff as needed on how to fill out the reporting in the software
• Review reporting submissions after each quarterly reporting cycle is complete and elevate to the Chief of Staff what is missing, incomplete, or does not make sense
• Ensure that staff are appropriately given licenses or removed from licenses as they join or exit the organization.

Executive Support:

• Complete projects or tasks assigned by the Chief of Staff as requested.
• Attend and engage in Branch meetings and training.
• Provide backup support to the front desk when needed.
• Provide backup support to the Executive and Board Support Manager on processing and tracking translation requests when needed.
• Represent the Food Bank in the community by engaging positively with participants, volunteers, partners and community members.

What Else You Should Know:

All internal candidates must apply using their Food Bank work email within 10 business days of posting to be considered. Applications submitted after 10 days are still welcome but may not be reviewed or afforded an interview, depending on the status of the selection process.  

REQUIRED EXPERIENCE:

• 2+ years of applicable skills and experience.
• Demonstrated success in coordinating comparable programs and efforts.
• Demonstrated proofreading and editing experience, with an eye for detail and accuracy.

PREFERRED EXPERIENCE:

• Knowledge of Food Bank Programs and/or grant reporting processes.
• Knowledge of project management tools and software.
• Experience with knowledge management systems, intranets, or content management platforms.

KEY KNOWLEDGE, SKILLS, & ABILITIES:

• Fluency in English, receive a level 10 score on the verbal assessment.
• Pass the following tests: Professional Writing; Data Accuracy and Speed; and Project Management.
• Strong proofreading and editing skills, with a demonstrated eye for detail and accuracy.
• Comfort learning and navigating content management or intranet platforms.
• Proficient in Microsoft Office (advanced Excel skills, PowerPoint, Word etc.) and Microsoft Teams.
• Excellent communication, interpersonal, and customer service skills.
• Ability to work and interact well with individuals (staff, volunteers, and participants) from a variety of socioeconomic backgrounds in a culturally diverse environment.
• Ability to listen, identify, analyze, and guide lay users through system and procedural problems.
• Excellent organizational and time-management skills.
• Ability to work efficiently, independently, and as part of a team; to communicate regularly; and meet deadlines in a fast-paced environment.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Driver’s License preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

This position is set in a hybrid work environment. The physical and environment 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.

POSITION COVERD BY OPEIU LOCAL 29 BARGAINING UNIT.  

SALARY The position is non-exempt full-time. The starting salary for this position ranges from $34.45-$35.51, with exact salary depending on experience.

BENEFITS All positions are offered generous holiday and sick time as well as retirement savings. This position also qualifies for medical, dental, life, long-term disability, and vacation time. 

The San Francisco-Marin Food bank is an Equal Opportunity Employer and we value having staff who come from communities that we serve. We especially encourage people of color, folks from the LGBTQIA2+ community, and people with disabilities to apply. In accordance with and support of the San Francisco Fair Chance Ordinance, we encourage formerly incarcerated individuals and those with arrest and conviction records to apply.