Program Coordinator - TEFAP

COMMUNITY HARVEST FOOD BANK OF NORTHEAST IN, INC

JOB DESCRIPTION

JOB TITLE: PROGRAM COORDINATOR - TEFAP

DEPARTMENT: PROGRAMS

REPORTS TO: DIRECTOR OF PROGRAMS

The TEFAP Coordinator provides oversight of the administration, scheduling, compliance, and distribution of products associated with The Emergency Food Assistance Program (TEFAP) across a 9-county service area in northeast Indiana. This role supports equitable food distribution through affiliate agency (agency) partnerships while ensuring adherence to federal, state, and Feeding America standards.

IDEAL CANDIDATE PROFILE:

• Mission-driven and grounded in the belief that neighbors across northeast Indiana deserve access to food with dignity.
• Organized and detail-oriented, with confidence working in data and reporting systems as well as account receivable processes.
• Skilled at building trusted relationships with agencies, colleagues, and community partners.
• Communicates clearly and offers support with patience, professionalism, and respect.
• Approaches the work with adaptability, sound judgment, and a deep commitment to equitable food access.

ESSENTIAL JOB FUNCTIONS:

TEFAP Administration: Oversee TEFAP delivery schedules, product receiving, and inventory communication in coordination with warehouse staff and agencies.

WBSCM Inventory System Management: Administer TEFAP orders and inventory records within the USDA WBSCM portal, ensuring timely and accurate data entry and reconciliation.

Product Allocation: Manage product allocation and distribution in accordance with the State of Indiana's Fair Share percentages for each county within the service area.

Documentation & Reporting: Maintain complete and accurate program records, reports, and supporting documentation in compliance with USDA, state, and organizational requirements.

Program Monitoring: Monitor product availability, distribution timelines, and agency participation to support efficient program operations and service continuity.

Agency Relations: Cultivate and maintain effective relationships with agencies throughout the 9-county service area in northeast Indiana to support program access, engagement, and collaboration.

Compliance: Ensure partner agency adherence to TEFAP regulations, civil rights requirements, food safety standards, and Feeding America guidelines.

Training & Support: Provide training, guidance, and technical assistance to agencies to strengthen program compliance and operational effectiveness.

Agency Monitoring: Conduct agency monitoring and compliance reviews while promoting dignity, respect, and equitable service delivery.

PROFESSIONAL REQUIREMENTS:

• Strong organizational skills with the ability to manage multiple deadlines, coordinate across departments, and maintain accurate records.
• Proficiency in Microsoft Office and web-based data systems; experience with WBSCM or similar inventory systems preferred.
• Strong communication and relationship-building skills with the ability to support, train, and collaborate with agencies and internal teams.
• Commitment to treating agencies, volunteers, and clients with dignity and respect.
• Ability to work in both office and warehouse environments and support operational needs as required.
• Ability to travel regularly throughout the 9-county service area; valid driver's license and reliable transportation required.
• Ability to manage interruptions, work under deadline pressure, and maintain accuracy.
• Collaborates across other program areas to support fluctuating needs.
• Ability to perform other related duties as assigned.

EDUCATIONAL REQUIREMENTS:

• Associate degree preferred; equivalent combination of education and relevant experience will be considered.
• Related experience in nonprofit operations, food banking, logistics, inventory management, or government nutrition programs preferred.
• Ability to obtain ServSafe Manager certification within 180 days of employment.