Administrative Program Manager

Administrative Program Manager

Southeast Louisiana Area Health Education Center

Position Assignment: Bureau of Nutrition Services

Location: Orleans or East Baton Rouge

Hiring Salary Range: $45,000 - $65,000

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:

80% Division of Remittances & Account Services Management

• Serves as Manager of the Division of Remittances & Account Services

o Approves all formula expenditures

o Independently sets and monitors statewide exempt infant formula budgets

o Serves as liaison to regional WIC personnel in regards to exempt infant formula

• Supervises a team of 3 professionals charged with the management of the Bureau’s entire portfolio of outgoing payments and incoming program funding

• Manages all account credits across 70+ funding streams

• Prepares reports, maintains data, evaluates programs in terms of clerical support utilization, and makes recommendations to maximize efficiency and to ensure quality

• Monitors budget statuses, reviews current and projected expenditures, and advises Bureau leadership of problem areas

• Oversees the collection of, deposit, and tracking of incoming payments for WIC Program violations, both by participants and WIC-approved grocery stores (vendors)

• Leads projections of future expenditures using trend analysis and knowledge of external forces on program activities

• Provides regular reporting on overall expenditures and ensures all expenditures of subordinate staff are in accordance with individual contract terms and LDH/OPH/BONS policies

• Ensures correct coding on all funding flowing into and out of the Bureau

• Oversees preparation of goods receipt documents as well as monitoring for goods receipt information submitted from external partners

-Provides administrative direction to BONS section managers

• Identifies staff development needs and develops appropriate training to ensure leadership and professional development for subordinate staff

-Provides ongoing training to administrative support staff for new programs, revisions in procedures, operations, reporting requirements, etc.

• Approves leave, prepares job descriptions, approves and assigns work

• Conducts performance management and evaluation documents in accordance with BONS protocols/procedures

• Participates in overall Bureau budget development and monitoring activities

• Oversees all standard operating procedures (SOP) and policies regarding to exempt formula throughout the State and across several Bureaus/OPH Regions

15% Program Integrity and Vendor Relationship Management

• Manages formula credit accounts for over 25 external agencies in over 40 clinic locations

• Represents BONS in meetings and interactions with multiple vendors, manufacturers, and distributors

• Negotiates pricing changes as well as policy updates with formula manufacturing companies

-Assures program integrity through audits of other agency expenditures charged to program

-With guidance from the Division of Contracts, Procurement, & Stakeholder Assistance Manager, ensures proper coding of contracts allowing for accurate tracking of expenditures

• Monitors and reviews monthly invoices from contract providers to ensure all costs claimed are correct and allowable and consistent with contract terms

5% 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

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

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

Education:

• Bachelor's (Required)

Experience:

• professional level: 2 years (Required)
• leading both programs and teams: 1 year (Preferred)
• excel spreadsheets: 1 year (Required)

Work Location: In person