Operation Supervisor

Operations Supervisor

Children, Youth, Family & Transitional Age Youth Division

Agency Overview

Felton Institute responds to the needs of our community by providing innovative, evidence-informed social services that transform lives. Our organization offers 50+ programs that address mental health, the unhoused, early care and education, those impacted by the justice system, transitional age youth, as well as aging adults. Our programs combine the latest scientific research with cultural sensitivity and a deep commitment to supporting and reflecting on the communities we serve. Felton offers a dynamic, challenging, and supportive work environment where we encourage the use of professional development, that staff can utilize throughout their career.

Division Description

The Children, Youth, Family, and Transitional Age Youth Services Division (CYFTAY) provides a comprehensive range of services to low-income and underserved individuals and families facing a variety of challenges. Our programs support infants, toddlers, and preschool-aged children, including those with special needs; youth, including transitional age youth, pregnant and parenting teens, and youth in the foster care system; and families, including low-income, immigrant, monolingual, and homeless populations. CYFTAY’s multidisciplinary approach includes Early Childhood Education, Early Intervention and Inclusion, Family Support, Mental Health Services, Health and Nutrition, Wellness, Parenting Education, and workforce development ensuring holistic care and support across the community.

Our ideal candidate is a collaborative team player who excels in building strong partnerships with both staff and families. As an Operations Supervisor, they will bring exceptional leadership, interpersonal, and management skills, along with proven supervisory experience, to support the success and efficiency of Felton’s CYFTAY Programs.

Key Qualities:

• Highly skilled at managing and supporting teams and individuals, while providing ongoing encouragement, recognition, and appreciation of superior work outcomes.
• Excellent communication and people skills, with an ability to stay calm and defuse stressful situations.

Reporting to the Administrative Director, the Operations Supervisor is a position that leads the operations of the CACFP program in collaboration with the CYFTAY Operations & Facilities team. 

Job Description

The Operations Supervisor is responsible for the administration and operations of the Child and Adult Care Food Program (CACFP) across all early care and education centers, while also playing a key role in supporting the overall administration team. In this role, the Operations Supervisor ensures compliance with CACFP regulations, record keeping, quarterly monitoring visits and overall contract administration. Areas of responsibilities include, but are not limited to: staff supervision, development, and evaluation of the performance of Kitchen team and Centers assistants/ Custodians, and coordinates procurement of necessary supplies and operations of the program. Additionally, this position collaborates with the operations/facilities team to ensure the smooth functioning of the division programs’ handling various projects and operational tasks as assigned.

This position requires flexibility, attention to detail, and evening and weekend project work as needed.  In addition, it requires experience and good judgment to plan and accomplish all projects and program goals. A certain degree of creativity and latitude is expected.

Specific Responsibilities

CACFP Program Oversight and Management (50%)

• Oversee the annual contract renewal with the California Department of Education Nutrition Services (CNIPS) for the administration of the CACFP.
• In collaboration with the RN and Operations Supervisor, manage Felton's Child and Adult Care Food Program (CACFP) for the EGE Program, including the Infant Food Program, ensuring adherence to the Simplified Buying Guide and Cycle Menus.
• Coordinate with the Operations Supervisor to identify and document CACFP revenues and reimbursements, ensuring all expenditures are allowable, necessary, and reasonable.
• Regularly monitor CACFP meal service across all ECE classrooms to ensure compliance.
• Conduct quarterly CACFP site monitoring assessments, follow up with action plans as needed, and submit facility monitoring reports three times per year as required.
• Lead the preparation of necessary documentation and binders for CACFP program reviews and audits.
• Review and maintain vehicle inspection checklists, coordinate vehicle maintenance and repairs with vendors, and handle DMV registration and insurance renewals.
• Work closely with the Accounting Department to track and validate all CACFP revenues, reimbursements, and expenditures.
• Ensure adequate food and supplies are purchased, stored, and served per CACFP guidelines, managing program requests for CACFP food items.
• Monitor storage conditions, complete regular inventory of food supplies and equipment, and verify compliance with CACFP standards.
• Ensure all appliances, such as freezers and refrigerators, are functional, properly maintained, and logged daily.
• Respond to on-site emergencies involving equipment, utilities, and infrastructure.
• Coordinate staffing for the kitchen and center assistants, ensuring appropriate coverage and communication with supervisors.
• Schedule, lead, and monitor CACFP program training for all staff, ensuring timely completion and certification.
• Identify and address unsafe conditions promptly.

Administrative System Monitoring (20%)

• Oversee the timely processing of CACFP vendor invoices and records of expenditure (ROEs) for the CYFTAY division on a weekly basis.
• Perform various administrative tasks such as drafting routine correspondence related to operations and arranging meetings as needed.

Staff Supervision, Development, and Operations Support (20%)

• Handle recruiting, interviewing, onboarding, and training, and supervise the Kitchen team, Center Assistants, and Custodians.
• Supervise and evaluate the CACFP team, offering guidance and feedback to promote staff performance and growth.
• Serve as backup support for the Operations Supervisor and Facilities Supervisor and their respective teams as needed.
• Conduct documented performance reviews twice annually, providing constructive feedback and monitoring staff development.
• Meet regularly with individual staff members and groups, keeping records of discussions and decisions.
• Approve timesheets and leave requests for direct reports.
• Arrange staff work schedules, accounting for vacations, absences, and coverage needs to ensure smooth program operations.
• Maintain a staffing plan and arrange coverage as needed to meet program requirements.
• Plan and manage overtime or adjust schedules, process timecards, and delegate tasks.

Facilities Support, Event Planning and Coordination (10%)

• Assist the Facilities Supervisor with routine maintenance for CACFP program facilities, ensuring maintenance, janitorial, and pest control services are conducted properly.
• Conduct daily walk-throughs to oversee school facilities' condition and coordinate larger facility projects with the Operations and Facilities team.
• Support the Operations & Facilities team with special projects.
• Provide support for event planning and logistics for all CYFTAY division events and activities as needed.

Additional Duties as Assigned

Minimum Requirements/Qualification

• Associate degree with an emphasis in management, business, or related field (preferred) 
• At least 3 years of relevant work experience (Required) 
• Ability to provide leadership and stability and supervise staff of various educational and experiential backgrounds in a positive, respectful manner
• Excellent verbal, and written communication skills 
• Professional appearance and demeanor, with professional ethics of confidentiality, ability to exercise good judgment and discretion 
• Attention to detail, ability to manage a wide variety of tasks and meet deadlines, and reliability/dependability) 
• Reliable, ability to prioritize assignments and complete them in an efficient and timely manner according to due dates and timelines.  
• Upon hire, must be able to pass a physical exam and TB screening, to meet Title 22 regulations as required 
• Upon hire, must pass a Department of Justice fingerprint clearance and a Child Abuse Index clearance as required by licensing 
• Must be able to lift to 40+ lbs. (may include equipment) 
• Must be able to bend, stoop, sit on the floor, lower, and raise self from the floor and use both hands to grasp securely on a consistent basis 
• Ability to independently understand, speak, read, and write English adequate to communicate  
• Ability to work independently under broad supervision  
• Ability to be a team player with a welcoming attitude 
• Bilingual Spanish/English (Preferred)

Additional Information:

Reports to: Administration Director

Job Type: Full-Time 

Work Schedule: Onsite daily with shifts from 7:30 AM to 3:30 PM and 9:30 AM to 5:30 PM, depending on operational needs. Some evening and weekends may be required.

FLSA Status: Exempt

Salary Range: $71,000 - $75,000 Annually (DOE)

Benefits (subject to election and eligibility): Fully-Paid Medical and Dental Plans; Health Reimbursement Card, Paid Time Off (personal, vacation, and sick time), 403B with company match.

Applying Instruction:

Candidates should apply for the position at our career page “careers.felton.org” OR directly email resumes to “[email protected]”.

IMP NOTE: Job responsibilities are subject to change according to program requirements.