Program Planner

Education Service Center Region 13; Kilgore (TX); Hybrid; USD 50,000 - 56,000; Full time

Job summary

Education Service Center Region 13 is seeking an experienced administrator to support the Child Nutrition Program and Special Projects team. This role coordinates administrative tasks, tracks project timelines, and ensures timely, compliant delivery of program services.

You will assist districts and vendors while maintaining documentation and facilitating communications. Applicants should have a high school diploma or GED, with 3+ years in similar roles.

Qualifications

• High School diploma or GED required.
• Three+ years in administrative, program support, or project coordination roles preferred.
• Experience managing multiple assignments and meeting deadlines.

Responsibilities

• Serve as a representative of ESC Region 13, ensuring courtesy and discretion in all interactions.
• Coordinate day-to-day admin and operational activities for the Child Nutrition Program and Special Projects team.
• Monitor project timelines and milestones to ensure compliance and on-schedule delivery.
• Coordinate logistics for trainings, events, and communications with vendors and districts.
• Maintain program records and documentation per TDA guidelines.
• Support budgeting and purchasing processes as needed.

Skills

Organizational skills

Project coordination

Communications

Independent work

Multitasking

Microsoft Office

Education

High School diploma or GED

Post-secondary degree (preferred)

Tools

SharePoint

Database/reporting tools

Job description

• Location:
  Education Service Center Region 13 - 600
  

Reports to: Coordinator Child Nutrition Program

Salary: This is a full-time, twelve (12) month position at 232 days, with an annual salary range of $50,489 - $56,060.

Job Summary: Works under limited supervision to provide advanced administrative, operational, and project support to Child Nutrition Specialists and the Special Projects team. Coordinates program activities, monitors project timelines and deliverables, and manages administrative processes to support the effective and efficient delivery of Child Nutrition Program services. Serves as a key resource for internal and external clients by providing technical assistance, coordinating communications, maintaining program documentation, and supporting compliance with applicable program requirements and Texas Department of Agriculture (TDA) guidelines.

Anticipates program needs, identifies opportunities to improve workflows, and independently coordinates multiple priorities to ensure projects, trainings, events, and other program activities are completed accurately and on schedule.

Required Qualifications:

• High School diploma or GED
• Three (3) or more years of administrative, program support, project coordination, or related experience
• Experience independently managing multiple assignments, coordinating deliverables, and meeting deadlines

Preferred Qualifications:

• Post-Secondary degree in Office Administration, Institutional Management, Food Service, Business, Nutrition, Family and Consumer Science, Public Health, Education, or a related field
• Experience supporting Child Nutrition programs, educational organizations, or Education Service Centers (ESC) initiatives
• Experience coordinating complex projects, training events, vendor relationships, and program deliverables
• Experience maintaining program documentation and supporting compliance with state or federal programs
• Experience with SharePoint, project tracking systems, and database or reporting applications

Knowledge/Skills:

• Strong organizational, project coordination, communication, and interpersonal skills
• Ability to work independently, exercise sound judgment, and manage competing priorities
• Proficiency with Microsoft Office applications, email, databases, web-based applications, and SharePoint
• Ability to coordinate multiple projects while monitoring timelines, milestones, deadlines, and deliverables
• Strong written communication, editing, proofreading, and document preparation skills
• Ability to develop and maintain effective working relationships with vendors, clients, and internal team members
• Knowledge of project planning, workflow coordination, and process improvement strategies
• Ability to review data and program documentation for accuracy, completeness, and alignment with requirements
• Ability to coordinate purchasing, payment processing, materials distribution, and other administrative functions
• Ability to maintain confidential information and exercise discretion in handling sensitive records
• Ability to adapt to changing priorities, incorporate feedback, and collaborate effectively across teams

Major Responsibilities:

• Serve as a representative of ESC Region 13, displaying courtesy, tact, consideration, and discretion in all interactions with other members of the educational community and with the public
• Coordinate day-to-day administrative and operational activities for the Child Nutrition Program and Special Projects team to support efficient program delivery
• Maintain an overall view of team projects, activities, and deliverables, monitoring timelines, priority deadlines, training requirements, events, and project milestones to ensure compliance requirements
• Independently coordinate project/event logistics and follow-up activities, identify potential delays or needs, communicate issues, and recommend solutions to appropriate team members
• Serve as a point of contact for routine program inquiries, providing information, drafting responses, and facilitating technical assistance for districts, clients, vendors, and internal stakeholders
• Coordinate the ordering, preparation, packaging, shipping, and distribution of program materials, including vendor communication, payment processing, and delivery tracking
• Maintain program records, reporting information, and continuing education (CE) documentation in accordance with TDA guidelines and established recordkeeping procedures
• Develop, review, edit, and maintain program documents, correspondence, spreadsheets, databases, reports, presentations, brochures, and marketing materials
• Develop and maintain tracking tools, databases, and other organizational systems to monitor project status, materials, registrations, payments, and deliverables
• Research program-related questions, gather information, review data, and prepare summaries or recommendations to support program direction and decision-making
• Coordinate virtual and in-person meetings, trainings, and events, including registration, scheduling, correspondence, materials preparation, vendor coordination, and logistical arrangements
• Maintain effective communication and follow-up with team members, vendors, districts, and other stakeholders to support project completion and timely resolution of outstanding items
• Identify opportunities to improve administrative processes, tracking systems, and team workflows
• Maintain the confidentiality, accuracy, and integrity of program information, records, and communications
• Perform other duties as assigned

Supervisory Responsibilities:

This position does not have any supervisory responsibilities; however, it may coach, mentor, and train team members as needed.

Budget Responsibilities:

• Work in collaboration with supervisor to manage department budgets
• Support program budget by coordinating paperwork, tracking expenditures and payments, and maintaining accurate supporting documentation

Working Conditions:

• Follow policies and procedures
• Lifting and carrying up to 20 pounds
• Maintain emotional control under stress
• Frequent interruptions
• This is an onsite, in person position with the ability to work remotely one day per week up to four days per month.

Equipment Used:

General office equipment, Windows computer and peripherals, audio/visual equipment, and other equipment as requirements change

The above statements are intended to describe the general purpose and responsibilities assigned to this job and are not intended to represent an exhaustive list of all responsibilities, duties and skills that may be required