Program Assitant

Position Summary The Program Assistant provides administrative, operational, and logistical support for the Office of Family Nutrition Services. This position supports program operations, inventory management, communication processes, and coordination of program resources. The Program Assistant works closely with state office staff, local agencies, contractors, and external partners to ensure efficient and accurate execution of program activities.

Key Responsibilities

Administrative & Program Support

• Assist with development, formatting, and distribution of WIC policies, procedures, and program memos
• Manage the SDWIC email inbox and route inquiries appropriately
• Maintain and update organizational charts as needed and communicate all new and existing employees.
• Prepare agenda notes, materials, and documents for internal meetings
• Support onboarding of new staff by preparing maps, worksheets, and administrative materials
• Track surplus inventory and coordinate redistribution or disposal as appropriate
  
  

Travel & Conference Coordination

• Arrange staff travel, lodging, and reimbursement documentation
• Support planning and logistics for statewide meetings, conferences, and trainings
  
  

Procurement & Ordering

• Coordinate ordering of brochures, outreach materials, supplies, and other program resources
• Monitor stock levels and track distribution to counties and local agencies
• Oversee direct formula ordering
• Manage procurement requests in collaboration with administrative and fiscal staff
  
  

Inventory Management

• Oversee inventory for eWIC supplies, program scales and R-Center materials, outreach items, and clinic inventory (not computer related)
• Maintain accurate inventory records
• Support bi-annual contractual inventory reviews
  
  

WIC EBT & Reconciliation Duties

• Conduct daily EBT reconciliation activities
• Serve as a point of contact for troubleshooting non-technical EBT supply or administrative issues
  
  

WOW Van Program Support

• Maintain the WOW Van outreach calendar, including scheduling and updates
• Coordinate vehicle maintenance and service needs
• Assist with drivers training schedules and ensuring Van are equipped with materials for mobile services
  
  

Training & Administrative Support

• Assist with administrative coordination for staff training sessions
• Assemble training packets, materials, and communication notices
  
  

Other Duties as Assigned

• Provide general office support to the program team
• Assist with special projects and initiatives to support Office of Family Nutrition Service