Program Manager

Job Description

About Miami Diaper Bank

Founded in 2013, Miami Diaper Bank collects and distributes diapers and baby essentials to low-income families across South Florida. There is no government assistance program that covers diapers, so families rely on us. We reach them through a multi-channel distribution pipeline with 4 programs: CORE partner distribution, Mobile Diaper Pantry, Emergency Pop-ups, and FL-DDDRP, and we activate disaster response as needed.

Job details

$52,000 - $55,000 a year

Professional development assistance, Health insurance, paid time off, Flexible schedule

Full-time

Extended hours, Weekends as needed, Evenings as needed

About the role

The Program Manager owns our core program: the partner agencies that distribute our diapers, the distributions themselves, our client scheduling software and the annual partner survey. You report to the Deputy Director and supervise the Client Outreach Coordinator.

You will make sure every partner gets its order on time and keeps its commitments, run the logistics for our monthly emergency pop-ups and mobile pantry, and keep our distribution systems accurate. You are as comfortable approving orders in a database as you are walking a new pop-up site, running a partner meeting, or loading a truck when the day calls for it.

Key responsibilities

Partner agencies (about 25%)

• Onboard new partners: review applications against our criteria, lead site walkthroughs with the Deputy Director, send MOU details for approval, and set partners up in Human Essentials for their first order.
• Keep the general partner list, MOU folder and waiting list current; send the waiting list to the Deputy Director monthly.
• Own partner communications and track that each partner keeps its MOU commitments, deliverables and promotions.
• Plan and run one in-person and one virtual partner meeting each year, and lead a quarterly partner site visit for all staff.
• Send the annual partner survey in early November, follow up with non-responders so all are in by January 1, and analyze results with the Deputy Director by January 15.

Partner orders (about 20%)

• Review and approve partner requests in Human Essentials and send them to the Resource Coordinator for picking.
• Schedule pick-ups, email partners with pallet photos when orders are ready, and file signed copies.
• Keep each partner within its monthly tier; offer grant-funded extras and other baby essentials when available, after checking with the Deputy Director.
• Review special event requests and present them to the Deputy Director for approval based on inventory.
• Share program needs with the Deputy Director and Resource Coordinator, so purchasing keeps up with demand.

Distributions: emergency pop-ups, Mobile Diaper Pantry and FL-DDDRP (about 25%)

• Lead site and trucking logistics for monthly sponsored emergency pop-ups; co-lead our two largest pop-ups (Mother's Day and Diaper Need Awareness Week, about 500 families each) with the Executive Director and Deputy Director.
• Book locations, run walkthroughs, and choose new pop-up sites and mobile pantry zip codes with the Deputy Director, using the Client Outreach Coordinator's suggestions.
• Place wrap-around service vendors in each site layout and logistics plan.
• Build Human Essentials orders from client appointment counts, set schedules and routes with the Resource Coordinator, and enter every distribution with the correct county.
• Keep a list of in-kind transportation donors for larger trucks, updated twice a year.

Systems and reporting (about 10%)

• Keep PantrySoft (our client scheduling software) schedules and inventory current and resolve issues; bring in the Deputy Director for major changes.
• Attend quarterly Human Essentials updates and keep our setup current.
• Enter kids served, diapers by source and partner changes in our tracking sheet in real time; supply program numbers for grant reports.
• Complete National Diaper Bank Network in-kind inventory sheets and survey reports, and support the Deputy Director on Baby2Baby quarterly requests and monthly polls.
• Co-prepare the year-end in-kind valuation report with the Resource Coordinator by December 31.

Supervision and team support (about 10%)

• Supervise the Client Outreach Coordinator day-to-day, with a monthly 1:1; serve as their first backup.
• Serve as the Deputy Director's second backup for the Monday huddle, urgent orders and site approvals.
• Support proclamation requests, advocacy letters, and hero box partner pickups.

Community outreach and in-kind (about 10%)

• Cover partner-agency, health, and resource-fair tabling (split with the Volunteer Coordinator); bring partner leads back and send them the partner application.
• With the Client Outreach Coordinator, identify client needs and secure in-kind diapers, wipes, formula, and baby essentials for events and general donations.
• Lead logistics for the holiday distribution and, every five years, the Mobile Diaper Pantry anniversary.

Qualifications 

• Bilingual English/Spanish and/or English/Haitian Creole; our client materials are in all three languages.
• Bachelor's degree in nonprofit management, social work, public health, public administration, business, supply chain/logistics or a related field — or an equivalent combination of education and experience.
• 3+ years managing a program, partner network or distribution operation, ideally at a nonprofit or basic-needs organization.
• At least 1 year supervising staff, interns or volunteer leads.
• Experience managing relationships with partner agencies, vendors or community organizations, including agreements and follow-up on commitments.
• Strong event and logistics planning: sites, schedules, transportation and day-of coordination.
• Comfortable with databases and Google Sheets or Excel; accurate, timely data entry.
• Clear, professional writing for partner emails, reports and survey follow-up.
• Availability for occasional evenings and weekends (pop-ups, tabling), and extended hours during disaster activations.
• Valid Florida driver's license and ability to lift up to 40 lbs in a warehouse setting.

Preferred

• Experience with Human Essentials, PantrySoft or similar inventory and client-scheduling tools.
• Experience at a diaper bank, food bank or other basic-needs organization; familiarity with the National Diaper Bank Network and Baby2Baby.
• Experience running large community distributions (500+ families).
• Experience designing or running partner or client surveys.
• Knowledge of South Florida community agencies, shelters, Head Start programs and clinics.