Special Diets Coordinator(For INTERNAL candidates only)

Reports To: Kitchen Manager, dotted line to Community Nutrition & Menu Development Manager

Schedule: Assigned production shifts, including early mornings and occasional weekends as needed.
Requirements: Must obtain the required ServSafe Certification in the established timeframe. This position is safety sensitive and subject to drug screening.

General Summary:

The position is responsible for the safe and accurate preparation, portioning, packaging, labeling, and production-level verification of meals for participants with food allergies, food intolerances, and other approved medical, religious, or preference-based dietary needs. Working from a dedicated special diet station at the Mays Culinary Center, the coordinator follows Menu Planner-approved menus, standardized recipes, dietary modifications, and applicable Child and Adult Care Food Program (CACFP) requirements.

The position monitors special diet inventory and communicates supply needs to the Kitchen Manager; it does not purchase products or approve substitutions. Special Diet Coordinators work collaboratively with the Menu Planner, Kitchen Managers, Kitchen Leads, and Meal Service Coordinators within a multi-checkpoint quality assurance process.

Impact:

Special Diet Production

- Prepares, portions, and packs special diet meals according to standardized recipes, approved special diet menus, and daily production counts.

- Maintains a designated special diet production area and follows established procedures to prevent allergen cross-contact, including dedicated equipment, sanitation between uses, and glove and utensil changes.

- Prepares meals according to Menu Planner-approved menus, standardized recipes, and dietary modifications; obtains prior Menu Planner approval for all ingredient substitutions, recipe changes, or menu modifications.

- Completes special diet production records and production-level verification documentation accurately and on time.

Allergen Management & Label Review

- Reviews food labels, ingredient statements, and allergen advisory statements for all products used in special diet production.

- Verifies product ingredients at receipt and before use to identify manufacturer formulation changes.

- Applies diet-specific restrictions as directed by the Menu Planner, including the distinction between food allergies and intolerances and between all-form and whole-form avoidance.

- Refers questions about dietary restrictions, products, ingredients, and recipes to the Menu Planner before use; does not independently approve dietary accommodations or substitutions.

Labeling & Production-Level Verification

- Labels all special diet meals according to SAFB labeling standards, including site, participant or classroom, diet type, meal service, and date.

- Packs special diet meals separately from regular meals and reconciles prepared quantities with approved production counts and delivery documentation.

- Verifies meal components, portions, packaging, labels, and counts at the production level; organizes completed meals for independent final quality control by designated Meal Service Coordinators, the Menu Planner, and/or Kitchen Managers before dispatch.

Special Diet Inventory Management

- Monitors and maintains accurate inventory records of approved special diet ingredients, products, and supplies, including allergen-free, gluten-free, dairy-free, plant-based items, and alternate milks.

- Stores special diet products in a designated, clearly labeled area using first-in, first-out (FIFO) rotation.

- Reviews upcoming approved menus and production counts to anticipate inventory needs and communicates product and supply requests to the Kitchen Manager; does not independently place orders.

- Promptly communicates shortages, unexpected substitutions, and product or formulation changes to the Kitchen Manager and Menu Planner; holds unapproved products from use.

Communication & Compliance

- Coordinates with Meal Service Coordinators and the Menu Planner to verify new or updated approved special diet instructions and daily production counts before preparation.

- Immediately escalates special diet discrepancies or safety concerns to the Kitchen Manager and Menu Planner, and holds affected meals pending review and resolution by authorized personnel.

- Completes required training in food allergen awareness, cross-contact prevention, food safety, and CACFP special diet requirements.

- Adheres to SAFB policies, kitchen standards, and all applicable food safety regulations.

- Performs other related duties as assigned.

Teamwork & Mission Support

- Communicate production status, shortages, equipment issues, quality concerns, and unfinished tasks to the Kitchen Lead or Kitchen Manager.

- Work respectfully with colleagues, volunteers, interns, and trainees; follow established safety, attendance, uniform, and workplace conduct standards.

- Support emergency and disaster feeding, special events, and other essential SAFB operations as assigned.

- Perform other related duties as assigned

Role Boundaries & Advancement

This is a skilled individual-contributor role. Special Diest Coordinator may train and coach others in their area of expertise as asked. Suggested changes must be reviewed and approved by a Kitchen Manager in collaboration with the Community Nutrition & Development Manager

Required Job Qualifications:

- High School Diploma or equivalent. Proficiency in basic math.

- Minimum of one (1) year of food production experience in a commercial, institutional, school, child care, or healthcare setting required.

- Demonstrated ability to independently follow standardized recipes, accurately measure and portion food, and operate commercial kitchen equipment safely.

- Ability to work proficiently across multiple kitchen stations and recognize food safety, quality, and production discrepancies.

- Experience documenting production tasks or ability to learn production records and electronic systems.

- Ability to obtain required ServSafe certification within the employer-established timeframe.

- Excellent communication skills, both written and verbal

- Ability to work early mornings with schedule flexibility during the hours of 4am and 4pm.

Preferred Job Qualifications:

- Experience preparing meals for food allergies or other special diets preferred.

- Experience with CACFP, school nutrition, or other federal child nutrition programs preferred.

- Experience with inventory monitoring and stock rotation preferred.

- Bilingual English/Spanish.

Physical Demands

Constantly required to stand and walk for extended periods; regularly bends, reaches, pushes, pulls, and performs repetitive kitchen tasks.

Utilizes fine manipulation and near visual acuity.

Must regularly lift and move up to 50 pounds, with appropriate assistance or equipment as needed.

Work Environment

This job is primarily performed in a commercial kitchen with varying temperatures, including walk-in coolers and freezers.

May travel to partner sites of varying conditions.

The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and levels of work to be performed and are not intended to be an exhaustive list of all responsibilities and duties.