Administrative Coordinator

Administrative Coordinator

Southeast Louisiana Area Health Education Center

Position Assignment: Bureau of Nutrition Services

Location: Orleans or East Baton Rouge

Hiring Salary Range: $30,000 - $40,000

The Bureau of Nutrition Services (BONS), within the Office of Public Health (OPH) in the Louisiana Department of Health (LDH) is responsible for the administration and management of two federally funded nutrition programs: the Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) and the Commodity Supplemental Nutrition Program (CSFP). WIC has an annual budget of approximately $110 million ($70 million is dedicated to supplemental food costs) and provides supplemental foods, nutrition education, breastfeeding support, and referrals to healthcare services to approximately 100,000 participants (low-income women, infants, and children up to five years of age) monthly. Through the WIC Program, BONS also administers the Breastfeeding Peer Counselor Grant Program. CSFP has an annual budget of approximately $4 million and provides supplemental foods to approximately 40,000 participants (low-income individuals over 60 years of age) monthly. The value of the USDA donated foods for CSFP is approximately $12 million annually. These services are provided to eligible Louisiana residents at over 60 CSFP distribution sites, 100 WIC clinics, and 425 WIC-authorized grocery stores (vendors) across the state. The United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) provides funding and guidance for both of these programs. The Bureau oversees programmatic operations, executes and monitors over 70 contracts, provides technical assistance to local staff and authorized vendors, and conducts monitoring site visits and investigations to ensure compliance with federal regulations and state statutes and policies.

SECTION DESCRIPTION:

The incumbent in this position is assigned to the Business Operations Section in BONS. The Business Operations Section is responsible for the coordination, processing, and payment of over 70 professional services contracts for the Bureau, the development of budget activities and the organizational budgets, revenue and expenditure monitoring, forecasting and budgetary control over all BONS programs, Bureau-wide telecommunication systems, property control and tagging, acquisition and maintenance, mail service, copy and message/courier service, travel authorization and parking assignments, safety program and risk management assessment, accounts receivable and accounts payable as well as program income management.

The duties and responsibilities of this position are as follows:

90% Administrative Support Functions

- Maintain records of Bureau-Owned moveable property, IT, and Telecommunications assets

- Coordinate facility management activities, such as repairs, maintenance, and renovations under direction of supervisor

- Serve as a liaison between property vendors, contractors, and internal teams to ensure timely resolutions of property-related issues.

- Ensure compliance with property-related safety and regulatory standards.

- Coordinate the acquisition, tracking, and distribution of company equipment and supplies.

- Maintain inventory databases with accurate and up-to-date information, including stock levels, locations, and usage history.

- Conduct regular physical inventories to ensure accuracy and manage discrepancies.

- Coordinate with procurement and other departments to forecast inventory needs and place orders as required.

- Assist with general office management and safety duties, including scheduling, record-keeping, and communications.

- Support financial processes by tracking expenditures related to property and inventory management.

- Prepare reports on property performance, inventory levels, and cost analysis.

- Assist with compliance and audits related to inventory and property records.

- Provide general administrative support to staff, including scheduling meetings, preparing meeting agendas, and taking minutes.

o Assist with day-to-day office operations, such as answering phones, responding to emails, and managing office supplies.

o Support the preparation and dissemination of internal communications, memos, and reports to staff.

- Support financial processes by tracking and managing expenditures related to property and inventory management.

- Prepare and maintain accurate records and reports for property performance, inventory levels, and cost analysis.

- Assists in resolving procedural, logistical, and administrative concerns/problems/issues.

- Assists staff in the operation of office equipment, PC’s, and printers when necessary.

- Maintains up-to-date knowledge of USDA regulations relative to business operations and program integrity efforts.

- Ensures that files contain complete, accurate, and up-to-date information as required by USDA and State Agency document retention schedules

10% Other

- Performs other duties not listed above but necessary for the effective operation of BONS

- Participates in continuing education by attending in-services, workshops, and conferences at local, state, regional and national levels to maintain current knowledge of required areas

- Fulfills obligation for State’s emergency preparedness and response efforts as assigned during an emergency and assists impacted clinics/vendors/local agencies to assure they are back in operation as soon as possible following the event

- Travels as required to complete tasks associated with the effective operation of BONS

- Maintains a working knowledge of policies and procedures relative to the Louisiana Department Health, State Travel, and State Procurement

MINIMUM QUALIFICATIONS:

High school diploma or equivalent plus two years of experience in administrative services.

Pay: $30,000.00 - $40,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• administrative services: 2 years (Required)
• federal grants and budget: 1 year (Preferred)

Work Location: In person

Salary : $30,000 - $40,000