Program Operations Coordinator

Description

Feeding America Eastern Wisconsin is the leading local hunger-relief organization in the state with locations in Milwaukee and Appleton. Founded in 1982 by the Rotary Club of Milwaukee, Feeding America Eastern Wisconsin is a local and independent member of the Feeding America network. Driven by our mission to solve hunger, we are bringing more people together around the table to collaboratively address the root causes of hunger. Together with our network partners, we serve nearly half a million food-insecure people across 35 counties in eastern Wisconsin each year.

The Program Operations Coordinator is responsible for the accurate and timely coordination of government and programmatic product receiving, staging, and fulfillment to ensure compliance, efficiency, and service continuity across Feeding America Eastern Wisconsin's network. The position serves as a key link between procurement, operations, and volunteer-driven fulfillment efforts, especially for USDA and other government programs, high-profile multi-stakeholder seasonal distributions, and other programmatic initiatives. By managing high-volume deliveries, supporting order accuracy, and ensuring proper documentation and quality standards, this role supports the organization's mission to deliver safe, nutritious food reliably and efficiently to the communities we serve.

Requirements

Government Program Fulfillment and Expansion

• Serve as the lead picker and organizer for monthly government programs, including TEFAP and CSFP, ensuring accurate order picking and efficient staging for volunteer fulfillment.
• Manage high-volume programmatic receiving operations, maintaining efficient workflows and quality standards during periods of increased delivery activity.
• Assist with non-CDL deliveries to maintain timely food distribution and avoid service disruptions.
• Cross-train and provide oversight on data entry and order processing for CSFP, milk, and produce programs to support compliance, accuracy, and team collaboration.
• Partner with the volunteer, programs, and warehouse teams to optimize worked product output and ensure timely, accurate order staging and fulfillment.
  
  

Procurement and Inventory Coordination

• Support procurement and product selection efforts for TEFAP and other government food programs, ensuring USDA ordering aligns with regulatory and inventory standards.
• Coordinate incoming product deliveries by working closely with the Logistics Manager and warehouse/distribution teams to ensure accurate receipt documentation (such as Bills of Lading), product flow management, and timely updates to inventory reporting systems.
• Monitor and maintain inventory accuracy by establishing and tracking key operational metrics (e.g., inventory turnover, on-hand levels, service levels) while ensuring ERP records are continuously updated and reconciled with physical warehouse counts.
• Maintain product diversity across sourcing methods while reducing redundancy and optimizing variety
• Work with finance and audit teams to support cycle counts, discrepancy resolution, and audit readiness in accordance with USDA inventory reporting requirements.
• Partner with Purchasing and Procurement Coordinator to support WBSCM tasks, procurement-related reporting, and monthly FNS reporting processes.
• Improve visibility of real-time inventory in the Appleton facility, bridging the gap between procurement and warehouse operations to support operational transparency.
• Assist in preparing required USDA/FNS inventory and entitlement reports, including coordination of data capture and validation before monthly submission.
• Support warehouse receiving operations by reviewing incoming shipments, verifying quantity and quality, and ensuring accurate system updates.
• Work within established food safety and inventory control SOPs to uphold compliance and minimize spoilage or waste; communicate across cross-functional teams effectively to work through product quality and excess product issues.
  
  

Vendor and Compliance Coordination

• Partner with the Director of Government Programs to ensure vendor and donor compliance with FANO standards and FAEW food safety, packaging, transportation, and code dating metrics.
• Oversee quality assurance of all inbound programmatic products, particularly on produce and other perishable products, conducting daily inspections to identify potential quality issues.
• Ensure timely submission of delivery notifications and receipts to internal team, government agencies, vendors, and other relevant stakeholders.
  
  

Cross-Functional Collaboration

• Collaborate with Government Programs team and Logistics Manager to troubleshoot delivery and receiving issues.
• Provide surge support for general warehouse activities (order picking, receiving, inventory management, etc.) during peak demand periods and ensure daily warehouse continuity during staff absences.
• Partner with the Programs and Volunteerism teams to align operational needs with programmatic goals.
• Work cross-functionally to gather, analyze, and maintain data for strategic decision-making.
• Assist the Government Compliance & Facilities Manager and Operations Manager with facility vendor coordination, supporting tasks such as scheduling, and service oversight when additional support is needed.
  
  

Additional Program Support

• Manage multi-day receiving and processing of local agricultural products to support smooth handoffs and accurate reporting for external collaborating partners.
• Oversee product receiving for large-scale box programs to meet strict distribution timelines.
• Support new program partnerships by ensuring readiness for accurate and timely fulfillment.
• Performs other duties and responsibilities as assigned.
  
  

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Minimum Qualifications

• Commitment to understand and support FAEW’s mission, vision, and effective actions to end food insecurity and its causes.
• Respect for the people FAEW serves and commitment to learn the causes of their food insecurity and need
• Associate’s degree from an accredited college preferred or 2-3 years of supply chain/warehouse operation experience, preferred.
• Forklift/power equipment certification or must be able to be certified within two weeks of hire.
• Excellent communication skills and the ability to work collaboratively with cross-functional teams.
• A positive, team-oriented mindset with a "can-do" approach to supporting the organization, demonstrating cross-functional collaboration and a focus on developing solutions.
• Exceptional customer service skills.
• Ability to work in a fast-paced environment.
• Computer skills to learn and use in Primarius database.
• Proficiency with MS Office software, including intermediate-to-advanced level Excel skills.
• Good math aptitude and attention to detail.
• Ability to work safely following FAEW safety procedures.
• Demonstrate the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be open-minded of differing opinions and views.
• Must have a valid driver’s license, automobile insurance that meets Feeding America’s liability requirements, and transportation to travel to work sites.
• Ability to work evenings and weekends as needed.
  
  

Physical And Mental Demands

While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand, and/or walk. The employee must occasionally lift and/or move up to 10 pounds while moving files or small packages. Specific vision abilities required by this job include close vision and the ability to adjust focus. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

Protective Clothing Required: Close-toed shoes. Warm clothing when working in a cold environment.

Working Environment

Work is performed in an office/warehouse environment. The noise level in the work environment is usually moderate. The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.

Feeding America Eastern Wisconsin, Inc. is an equal opportunity employer. FAEW prohibits discrimination against any applicant or employee on the basis of age, race, color, creed, religion, disability, sex, marital status, sexual orientation, national origin, ancestry, citizenship, arrest or conviction record, veteran status, or any other characteristic protected by applicable law.