Food & Wellness Coordinator

Food & Wellness Coordinator

Position Summary

The Food & Wellness Coordinator works within the Department of Food & Wellness to support the administration and day-to-day operations of DC Bilinguals School Nutrition Programs and Food & Wellness programming. The position strengthens the departments administrative capacity by coordinating program documentation, compliance, meal service records, purchasing and tracking, communication, and other operational responsibilities in partnership with the School Nutrition Manager.

JOB RESPONSIBILITIES

School Nutrition Program Compliance & Administration

- Completes and maintains required School Nutrition Program applications, documentation, records, and submissions, including the annual NSLP/SSO application and supporting files.

- Supports accurate meal count systems and required meal service documentation in accordance with program requirements.

- Completes the annual FARM application verification process, including household selection, follow-up, eligibility documentation, and required records.

- Coordinates SUN Bucks administrative responsibilities, including reviewing student information, supporting family outreach and updates, maintaining documentation, and completing required submissions.

- Coordinates Administrative Review documentation by gathering, organizing, reviewing, and uploading requested records and supporting follow-up and corrective-action documentation.

- Supports meal program claims, eligibility, reporting, reconciliation, and other OSSE compliance responsibilities in coordination with the School Nutrition Manager and Data staff.

- Maintains organized and current compliance records throughout the year so documentation is available for monitoring, audits, and Administrative Reviews.

Mosaic, Meal Counts & Production Records

- Supports and maintains daily meal count and Point of Service procedures and related records in Heartland Mosaic.

- Completes and maintains Production Records for breakfast, lunch, snacks, field trips, and other applicable meal services, including planned, served, and leftover quantities.

- Reviews meal counts and supporting records for accuracy and helps reconcile documentation used for program reporting and claims.

- Records field trips and other special meal service counts in Mosaic.

- Supports additional Mosaic reports, documentation, and administrative functions as assigned.

Ordering, Inventory, Procurement & Financial Tracking

- Coordinates assigned routine food and supply orders and follows up with vendors to ensure orders arrive accurately and on time.

- Communicates with vendors regarding missing, incorrect, damaged, or delayed products and follows up on credits or corrections as needed.

- Supports inventory and ordering systems in coordination with the School Nutrition Manager and kitchen team.

- Reviews invoices and maintains purchasing and supporting documentation.

- Monitors delinquent student meal accounts, follows up with families regarding outstanding balances, and coordinates payment plans through completion.

- Maintains Buy American/non-domestic product documentation and tracking.

- Supports procurement documentation, vendor records, contracts, renewals, and purchasing requirements.

- Tracks designated Food & Wellness program and grant expenditures, including FFVP, FFAVORS/DoD Fresh, HIVE snacks, and other assigned funds, and maintains related invoices and documentation.

- Supports quarterly local purchasing and other required purchasing reports.

Field Trip Meal Coordination

- Coordinates field trip meals by collecting parent permission/meal request forms, tracking student and teacher meal requests, reviewing allergy and dietary accommodation information, and organizing final meal counts by class.

- Communicates final meal counts and dietary needs to the kitchen in advance of field trips.

- Completes required field trip Production Records and records field trip meals in Mosaic.

Food & Wellness Administrative Support & Communication

- Maintains organized School Nutrition files, records, logs, invoices, and compliance documentation.

- Ensures required menus, notices, signage, and program materials are posted and kept current in the kitchen, Bistro, classrooms, and other applicable school spaces.

- Ensures all required menu documentation is current, posted, and accessible to kitchen staff, including monthly menus, production records, classroom menus, and nutritional analyses.

- Supports routine documentation, scanning, filing, data entry, tracking, and reporting for Food & Wellness programs.

- Serves as a communication bridge between the Food & Wellness Department, families, teachers, and school staff regarding meal service, allergies, dietary accommodations, field trips, and other program needs.

- Communicates important information and concerns to the School Nutrition Manager and follows up as needed.

Local Wellness Policy & Committee

- Coordinates the Local Wellness Policy Committee by scheduling meetings, inviting and engaging committee members, preparing meeting agendas and discussion topics, facilitating meetings, documenting meeting notes, and tracking follow-up items.

Professional Development & Department Support

- Participates in internal and external professional development to build knowledge and technical expertise in School Nutrition Programs, Mosaic, compliance, food safety, meal patterns, Production Records, and related operations.

- Adheres to clear and consistent communication systems with families, staff, partners, and other school stakeholders.

- Supports school-wide initiatives and Food & Wellness programming as assigned.

- Performs other duties as assigned.

Qualifications

Required

- Bilingual proficiency in Spanish and English.

- Proficiency with Microsoft Office, Excel, Google Workspace, and the ability to learn school nutrition software and systems.

- Strong organizational, communication, follow-through, and recordkeeping skills.

- Ability to manage multiple responsibilities, deadlines, and compliance documentation accurately.

- Ability to communicate effectively with colleagues, families, community members, vendors, and school staff.

Preferred

- AA or BA preferred

- Experience working with children, families, or staff in a school or community-based organization.

Work Environment & Physical Demands

The work environment may include shared office spaces, the school kitchen and Bistro, classrooms, hallways, and other school spaces. The employee is regularly required to stand, sit, walk, and use their hands, and may occasionally lift and/or move up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional expectations

All DCB staff are expected to uphold the DC Bilingual Leading and Learning Framework, Employee Handbook, Standards of Conduct, and 7 Agreements; participate in schoolwide professional learning and Justice, Equity, and Inclusion training; and contribute to a collaborative school community. This is an in-person, school-based role. Other duties may be assigned consistent with the purpose of the position.