Program Manager @ Help a Mother Out

Program Manager, Bay Area

About Us

Help a Mother Out (HAMO) works to improve baby and family well-being, by increasing access to diapers for families in need. We distribute diapers to families in need through a network of social service partners. We also advocate for the inclusion of diapers in the social safety net. As a small and mighty organization, we endeavor to work smartly and efficiently, without compromising on providing excellent customer service to our community of stakeholders. We are a California 501(c)3 nonprofit organization, based in Oakland.

Summary

The Program Manager will report to the Director of Operations and manage all programmatic operations and activities. Key responsibilities include administering monthly diaper requests, shipping logistics with warehouse vendor, inventory management, forecasting, data reporting and analytics, partner/vendor relations, diaper distributions, and assisting with program evaluation.

The Program Manager will advance HAMO’s mission by providing excellent customer service to our community partners, including administering diaper delivery logistics, streamlining systems, overseeing programmatic data, strengthening partnerships, and collaborating closely with cross-functional team members.

The Program Manager is a savvy organizer, with incredible attention to detail and is a self-starter. They can juggle multiple projects and priorities and can communicate effectively with internal and external stakeholders. They embrace social entrepreneurship and are passionate about the advancement of low-income women and children. Must possess strong data, analytic, interpersonal, organizational, communication, and project management skills. This position is 80% virtual and 20% coworking in Oakland, California.

Primary Responsibilities

● Oversee the full program cycle with support from the Director of Operations and team.

● Manage logistics activities, including monthly order writing, processing orders and sales from partner agencies, coordinating diaper distributions, and handling order shipping.

● Track and manage inventory, ensuring the integrity of the inventory management system.

● Coordinate data transfer from Partner Agencies to HAMO’s database using Excel spreadsheets and our cloud-based systems.

● Use multiple spreadsheets and our inventory management system to produce and maintain incredibly accurate monthly order request spreadsheets and end-of-month reports.

● Reconcile receipts and invoices; QuickBooks Online experience is a plus.

● Process, track, and report on in-kind donations, ensuring they are included in our inventory management system.

● Manage vendor and partner agency relations, handling communication professionally.

● Respond to Partner Agencies' and Government Agencies' needs effectively.

● Assist the Director of Operations with the annual Partner Agency renewal process.

● Conduct research as needed (e.g., retail values for diapers, freight costs).

● Train staff of Partner Agencies and monitor program compliance.

● Perform annual site visits with Partner Agencies.

● Manage program collateral production and event supplies.

● Update the Squarespace website and produce quarterly program newsletters using MailChimp.

● Work with the team to identify and elevate emerging outreach opportunities with partners and community stakeholders.

● Respond to requests from the public, donors, potential partners, constituents, and partner agencies.

● Assist with community outreach, thought leadership, and annual fundraising.

● Perform other duties as assigned by the Director of Operations to promote HAMO’s mission.

● Act as an ambassador for HAMO, communicating how we serve low-income families effectively.

Qualifications

● B.A. or B.S. or equivalent work experience; MPA or similar a plus.

● Ability to manage multiple projects and data sets with strong organizational and prioritizing skills.

● Experience in inventory management, data reporting, accounting, and/or logistics.

● Advanced Microsoft Excel skills required; proficiency in Microsoft Office Suite, G Suite, and Dropbox.

● Experience with inventory management software; Salesforce experience a plus.

● Excellent oral and written communication and interpersonal skills.

● Experience with MailChimp (or similar) for external communications.

● Strong organizational skills, attention to detail, and accountability.

● Experience working remotely and managing priorities; ability to work independently and as part of a team.

● Demonstrated ability to collaborate with diverse stakeholders.

● Openness to constructive feedback for professional growth.

● Commitment to HAMO’s values of excellence, innovation, cultural humility, inclusion, and belonging.

● Personal attributes of integrity, growth mindset, diplomacy, discretion, intellectual curiosity, and ongoing professional development.

● Commitment to HAMO’s mission and vision.

● Bilingual speaking proficiency is a plus, but not required.

Position Requirements

● Strong desire and proficiency to work via virtual office (80/20).

● Ability to manage multiple projects and data sets, with excellent organizational skills.

● Strong ability to troubleshoot software and database systems.

● Attend weekly planning meetings with the Executive Director and other team members.

● Some weekend/weeknight hours are required.

● Commit to the team’s collective mission of providing excellent customer service to internal/external stakeholders. Stakeholders include program participants, partner agency staff, cross-functional team members, board members, volunteers, donors, funders, and the public.

● Participate in internal activities to cultivate a healthy, sustainable, collaborative, and collegial culture.

● Promptly communicate with internal and external stakeholders on a daily basis via email, phone/text, and in person.

● Ability to travel by personal vehicle within the cities of Oakland/San Francisco/Santa Clara, as well as the Bay Area metropolitan region (inc. Alameda, San Francisco, San Mateo, Santa Clara, and Contra Costa counties).

● Ability to lift and carry up to 30 lbs., occasionally.

Office Location

Our office is in Oakland (near Jack London Square) and the team convenes in person as needed, in addition to annual site visits and community events throughout the Bay Area region.

Hours

Full-time, exempt. Company hours are 9am – 5pm, with some flexibility. The company highly values work/life integration and employee well-being. Your schedule will be set with your manager.

Compensation

This is a full-time position. Compensation is set at $78,000 per year. This position does include a comprehensive benefits package.

HAMO is committed to paying competitive industry wages. In an effort to increase equity, because we know that salary negotiations tend to have an unfair bias, we do not participate in a salary negotiation process.

To Apply

We are looking to fill the position by late October. Visit our website (https://www.helpamotherout.org/jobs) for detailed instructions on how to apply.

Every application will be reviewed. We regret we are unable to respond to phone inquiries or snail mail submissions.

Help a Mother Out is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, or any other status or characteristic protected by federal, state, or local law.