Quality System Manager

Who we are: CCOF advances organic agriculture for a healthy world. We advocate on behalf of our members for organic policies, support the growth of organic through education and grants, and provide organic certification that is personal and accessible.

CCOF is a nonprofit organization governed by the people who grow and make our food. Founded in California 50 years ago, our roots now span the breadth of North America, and our presence is internationally recognized. We are supported by an organic family of farmers, ranchers, processors, retailers, consumers, and policymakers. Together, we work to realize a future where organic is the norm.

Position Summary: 

The Quality System Manager successfully implements and manages CCOF’s Quality Management System (QMS) and ensures smooth execution of the accreditation cycles for all CCOF certification programs. 

This is a full-time exempt position that reports to the Director of Certification Operations. This is a remote position. 

Essential Responsibilities: 

• Manage CCOF’s QMS, ensuring impartiality of certification services and information management. Develop and implement QMS policies and procedures to ensure consistency and accuracy in CCOF's certification programs. 
• Serve as a liaison with accrediting bodies and other regulatory agencies to comply with accreditation requirements. 
• Prepare and present required reports to CCOF governance, including the CCOF CS LLC Management Committee and CCOF Inc. Board of Directors as needed.
• Supervise staff members of the Certification Operations department. 
• Manage CCOF’s internal audits, participate in accreditation audits, and coordinate responses to internal and external audit findings. 

Specific Duties 

• Work directly with Program Managers on all accreditation audits.
  • Coordinate with Program Managers in responding to any requests for information and oversee file and witness audit preparation. 
  • Coordinate audit scheduling and confirm all relevant personnel involved in audits are available. 
  • Participate during audits as QMS lead.
  • Coordinate audit responses and ensure that all corrective actions are submitted by the deadline. 

• Oversee document control systems.  
  • Review and update quality documentation such as quality manuals, procedures, and forms to ensure alignment with standards and regulations.

• Administer the internal audit schedule.
  • Coordinate internal audits to assess compliance with quality standards and identify opportunities for improvement.
  • Serve as point of contact for the external Lead Auditor.
  • Conduct closing meetings and ensure all corrective actions are implemented.

• Complete Annual Accreditation Reporting
  • Complete the Annual Management Report Review and present it to the LLC Management Committee. 
  • Ensure annual reporting is submitted for all certification programs.

• Work as a member of the Certification Operations Management Team (COM) to: 
  • Support the implementation of certification processes and systems and ensure they are documented, trackable and compliant with accreditation requirements. 
  • Manage responses to certification file requests as needed, e.g. subpoena requests.

• Support the Director of Certification Operations in: 
  • Annual work plan and budget development process.
  • Bi-annual Employee Engagement survey action plan implementation. 

• Supervise up to six staff members of the Certification Operations department.
  • Perform one-on-one check-in sessions with direct reports, giving and receiving feedback, addressing performance problems, setting goals, and delegating.
  • Conduct 90-day and annual performance evaluations for direct reports, perform spot checks, and confirm training is conducted as needed.
  • Oversee timecard completion/approval and manage scheduling requests for direct reports.
  • Work with the Training Manager to set up training plans and provide applicable training.
  • Model CCOF's values and impart our culture to direct reports, ensuring CCOF remains compliant with employment laws, and promoting diversity, equity, and inclusion.

• Facilitate the monthly Cross Department meeting and the monthly Accreditation meeting.  
• Address technical questions from staff across the organization regarding Quality System work processes.
• Represent the organization at trade shows, conferences, meetings, or other events occasionally.
• Interact with various areas of CCOF governance, including the CCOF CS LLC Management Committee and CCOF Inc. Board of Directors as needed.
• Work on special projects as directed by the Chief Certification Officer and Director of Certification Operations. 

Required Qualifications:  

• Training in ISO/IEC 17065
• Bachelor’s degree (B.A. or B.S.) in a relevant field, or equivalent work experience.
• Minimum of three years of experience in organic certification or other third-party auditing programs. Extensive knowledge of organic certification, accreditation processes, personnel management, and quality system oversight.
• Highly organized, motivated, and detail oriented. Strong organizational skills, with the ability to monitor and track numerous activities with competing deadlines throughout the year. Notices and fixes errors that others might overlook. Acknowledges mistakes and turns them into learning opportunities.  Takes initiative and is driven to achieve their goals.
• Excellent communication skills, both verbal and written, with the ability to communicate effectively with others and understand their perspectives. 
• Strong computer skills in Microsoft Office suite (Outlook, Word, Excel, Power Point and Teams). Effectively manage emails, create professional documents, and efficiently handle spreadsheets. 
• Ability to logically solve problems and think strategically by grasping the subtleties of complex issues and identifying patterns in challenges. Comes up with insightful, pragmatic, equitable, and sustainable ways to tackle common challenges while working autonomously under pressure and moves issues forward to their conclusion.
• Ability to collaborate effectively with diverse groups of people and demographics to foster an inclusive and harmonious work environment.

Desired Qualifications: 

• At least two years of supervisory or management experience, inspiring and motivating others to take action and meet goals. Delegates skillfully. Holds the team accountable and acknowledges growing edges (in self and others). 
• Knowledge of the following certification programs: Food Safety, ROC, OCal, SENASICA 
• Background in legal studies.  

Physical and Travel Requirements: 

• Ability to work occasional nights and weekends. 
• Ability to travel domestically (about once or twice a year) 
• Prolonged periods sitting at a desk and working on a computer.  

Other duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Compensation: CCOF takes pride in offering competitive pay and benefits such as superb health plans, 401(k) program, and generous sick/personal and vacation time. The Quality System Manager’s starting salary range will be $76,000 - $86,000 and will depend on qualifications and experience.  

Hiring Process: Applications will be accepted until the position is filled. Interested applicants, please submit the following documents:

• Cover letter summarizing your interest in CCOF and the position, and qualifications
• Current resume
• List of three professional references 

Incomplete applications will not be considered. No phone calls, please. Only short-listed candidates will be contacted. Thank you for your interest.

CCOF is an equal opportunity employer. We encourage people with diverse backgrounds and experience to apply.

Inclusivity is a core value at CCOF. We are passionate about building and sustaining an inclusive and equitable work and learning environment for all employees. We believe every member of our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

Salary : $76,000 - $86,000