Certification Program Coordinator

Pennsylvania Certified Organic (PCO) is excited to announce a position opening for Certification Program Coordinator (CPC) to join our Oak Team. As a CPC, you will have responsibility for general administrative support, client services support, and conducting parts of the certification review process. Experience with crops/livestock is preferred. 

PCO is a growing non-profit organization that works with farmers and food producers across the US. PCO provides organic certification services to more than 1600 operations, employs approximately 40 staff, and sub-contracts with around 50 inspectors.  Our staff are dedicated to our vision: A world where agriculture systems prioritize health, ecological balance, fairness and care. and we are committed to a work culture of purpose, caring, and results.

This position is fully remote with minimal travel. The salary for this position will be $57,000 - $62,000 (For more information on our benefits, click here.). This position will remain open until filled. Only candidates moving forward will be notified, but everyone will be notified once the position is filled or closed.   

PCO is an equal opportunity employer and service provider. We do not discriminate with regard to race, color, religion, national origin, age, ancestry, political beliefs, union membership, disability (in accordance with the American With Disabilities Act and the Pennsylvania Human Relations Act), veteran status, gender or sexual orientation, marital or familial status, genetic information, and any other characteristic protected by law. We value and encourage all qualified applicants to apply, including Black, Indigenous, and People of Color; members of the LGBTQ+ community; veterans; people with disabilities; and people who have been formerly incarcerated. Studies have shown that women and people of color are less likely to apply for opportunities when they don’t feel fully qualified. We are most interested in finding the best candidate, and that candidate may come from a less traditional background. We would encourage you to submit your interest

Certification Program Coordinator

Class: Full time, Non-exempt 

Reports to: Certification Program Manager

Location: Remote

Direct Reports: None

Position Summary:

The Certification Program Coordinator (CPC) performs duties to support the work of the Certification Review Team in a variety of ways, including general administrative support, client services support, and conducting parts of the certification review process.

Team Statement:

The CPC is a member of the Certification Review Team, which has the following areas of responsibility:

1. Administrative support
2. Client service and support
3. Certification Review Process and Procedures
4. Compliance and Enforcement

The CPC’s work focuses on specified duties supporting and within the scope of the Team areas above. Primary duties will be assigned based on relevancy and workload.

Primary Duties & Responsibilities:

Administrative Support

• Work daily with a technical, proprietary database to perform the regular tasks of the job.
• Ensure that database records are consistent, accurate and current.
• Perform data entry within a technical, proprietary database; may complete document updates, process annual update paperwork, and related documentation for the assigned certification team.

Client Service and Support

• Serve as a primary point of contact for client communications, including email, phone, and fax." for the assigned certification team. 
• Serve as the primary point of contact for clients contacting the certification team, including responding to general inquiries, providing resources, evaluating and directing client requests, and providing responses within time-sensitive deadlines.

Certification Review Process and Procedures

• Support and assist certification staff in the performance of their job duties.
• Provide administrative support to the assigned Certification Team
• Complete assigned workload in accordance with Certification Review Team standards and deadlines, with consistent communication of progress, delays, and anticipated impacts to relevant colleagues.
• Develop and maintain an understanding of the USDA National Organic Program regulations, as well as PCO policy and procedures.
• Assist with proactive communication and follow ups with clients to ensure timely responses and maintain positive client experiences. 

Compliance and Enforcement

• Complete a limited subset of Certification Review technical tasks, as assigned. Tasks may include but are not limited to product and label reviews; process surrender requests; submission of new material review requests or updates to client material lists; intake of new certification requests; process certification annual updates; or intake of other certification and organic system plan updates.
• Make autonomous or semi-autonomous decisions about clients’ compliance with USDA NOP Rule using accurate sources of data and communicate those decisions to clients in a timely manner.

Job Requirements:

• Position
  • Associate or bachelor’s degree in business or a related topic, or equivalent work experience;
  • Basic knowledge of organic standards and regulations;
  • Familiarity with organic certification procedures;
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;

• Able to follow instructions as well as take initiative;
• Communicate effectively with a diverse audience (internal and external); and

• Highly competent use or knowledge of databases, computer networks, and internet.

•  General
  • Dedicated to PCO’s mission;
  • Understands and appreciates the importance of extraordinary customer service;
  • Thrives in a team setting and contributes positively to team morale and communication;
  • Values teamwork and takes an active role in fostering a supportive, inclusive work environment;
  • Performs work with utmost honesty and integrity. 
  • Analytical problem-solving and critical thinking abilities;
  • Ability to manage multiple priorities and perform within deadlines;
  • Excellent communication, writing, and interpersonal skills;
  • Able to work with minimal supervision while understanding the necessity for communicating and coordinating work efforts with others; 
  • Computer proficiency: word processing, spreadsheets, data entry, internet research, databases; and

Physical Requirements / Working Conditions

The bullet points below are representative of the physical demands and working environment that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities to perform the essential job functions. 

• Standard / Remote office setting; proximity to office equipment that includes electronic devices.
• Must remain at a workstation for at least 50% of the time; will need to use equipment that includes electronic devices.
• Perceive and interact with text, media, and people.
• Communicate and accurately exchange information with text, media, and people.
• Must be able to lift up to 50 lbs.