Deputy Director

Company Description Miami Diaper Bank is a 501(c)(3) nonprofit organization dedicated to supporting low-income and homeless families facing diaper need throughout South Florida. Because major government assistance programs do not cover diapers, many caregivers struggle to provide enough clean diapers to keep their children healthy and comfortable. Miami Diaper Bank helps close this “diaper gap” by distributing free diapers and baby essentials to local nonprofits, community organizations, and shelters serving families in need. Founded in 2013, the organization has grown through the support of generous donors and over 50 community partners, including Chapman Partnership, The Lotus House, and Ronald McDonald House. The team is committed to improving the lives of under-resourced babies and families through reliable, compassionate service and collaboration.

Role Description This is a  new position and the organization's second-in-command. The Deputy Director works to run day-to-day operations so the organization can grow its reach without losing its care for families. They will report directly to the Executive Director.

You will turn our new operations plan into daily practice. You will lead the team's weekly rhythm, own the data and reports every grant and board meeting depends on, use client and partner survey data to improve our programs, run purchasing, and lead our disaster response. You are equally comfortable in a spreadsheet, on a warehouse floor, in a board meeting, and talking with a parent who has run out of diapers.

Type: Full time/Salaried

Starting Salary: $68,000/ Yearly (Negotiable)

Benefits: PTO (set), Sick Leave (set), 3 Paid Holidays, Health Insurance Stipend (monthly/set), and Professional Development Stipend (set/yearly).

Key Responsibilities:

Team leadership and daily operations (about 20%)

• Supervise the Program Manager, Volunteer Coordinator and Resource Coordinator, and oversee the Client Outreach Coordinator and part-time Resource Coordinator through their leads.
• Run the Monday staff huddle, monthly 1:1s with direct reports and the monthly full-team meeting; meet with the Executive Director every two weeks.
• Assign flexible support hours across the team each week, and serve as the Executive Director's backup.
• Approve routine requests delegated by the Executive Director, including spending under $1,000, partner capacity and special event requests.
• Build the annual distribution calendar with the Program Manager and keep the shared calendar and event timelines accurate.
• Keep the staff task list and all standard operating procedures current, with a full review every June; schedule quarterly cross-training so every role has a trained backup.

Data, reporting and grant tracking (about 20%)

• Own the organization's donation and distribution tracking sheet. Each role enters its own numbers in real time; you consolidate them by month-end.
• Deliver the monthly report to the Executive Director by the 10th, the quarterly report by the 15th after quarter end, the yearly report by January 31, and board reports as requested.
• Track each grant's outcomes and targets, and gather the data for grant reports.
• Enter major in-kind gifts (over $2,500) in the donor database, spot-check donation receipts, draft the National Diaper Bank Network annual survey and support the annual audit.

Program design and evaluation (about 15%)

• Lead program design and adjustments across our four distribution programs — CORE partner distribution, Mobile Diaper Pantry, Emergency Pop-ups and FL-DDDRP — plus special distribution events with internal and external partners.
• Review every direct program and major event at least twice a year using client survey data, feedback and program trends, and decide on design changes.
• Analyze the annual partner survey with the Program Manager by January 15, and client surveys with the Client Outreach Coordinator.
• Choose new pop-up sites and mobile pantry zip codes with the Program Manager, using client data.

Purchasing, logistics and vendors (about 10%)

• Identify inventory needs with the Resource Coordinator, prepare purchase proposals for budget approval, and place orders with diaper vendors and network partners.
• Submit quarterly product requests to national partners such as Baby2Baby.
• Oversee the year-end in-kind valuation report and approve the twice-yearly inventory counts.
• Manage wrap-around service vendor contracts and invoices, office supplies, utility and vendor due dates, and certificates of insurance for event sites.

Disaster and emergency readiness (about 5%, more during activations)

• Own the disaster preparedness and mitigation plan, including backup warehouse and shelter lists.
• Train all staff on the plan every year before hurricane season (by May 31).
• Serve as incident lead when we activate for a natural disaster or health emergency, coordinating partners, shelters, staff and volunteers.

Board support (about 5%)

• Handle board meeting logistics: scheduling, packets and board reports.
• Take official minutes, including attendance, motions and votes; suggest partner speakers.

Advocacy and fundraising support (about 15%)

• Request city, county and state proclamations for Diaper Need Awareness Week, aiming to match or exceed last year.
• Keep the master elected-officials list current after each election, with client counts by district for funding pitches.
• Draft legislative support and welcome letters for the Executive Director.
• Make thank-you calls to donors giving $500–$2,499.
• Secure and manage corporate sponsors for monthly emergency pop-ups, and co-lead our two largest pop-ups (Mother's Day and Diaper Need Awareness Week, about 800 families each) with the Executive Director and Program Manager.
• Support the Executive Director's fundraising events with logistics and sponsor research.

Systems, administration and interns (about 10%)

• Administer our inventory, client, donor, email and design platforms and user access; in your first weeks, move all logins into a shared password manager.
• Keep the software renewal list, staff offboarding checklist and the volunteer and client incident log.
• Interview and approve interns each quarter and summer, and handle school-credit paperwork; run first-round interviews for staff hires when asked.
• Create event and distribution flyers from existing design templates.