Job Description

Who We Are

Heartwood Community School is a community-focused, tuition-free charter school serving Jasper, Beaufort, and Hampton Counties in South Carolina. We believe in educating the whole child—nurturing each student academically, socially, emotionally, and physically. Honoring every child's unique journey, we bridge home and school to foster a compassionate, empowering environment where students feel seen and valued.

Our mission goes beyond academics; we guide students to become resilient problem-solvers, compassionate community builders, globally minded citizens, emotionally intelligent leaders, and lifelong learners. Embracing mistakes as part of growth, we equip students to thrive in school and life—ready to make a meaningful impact in their communities and beyond.

The Role

Heartwood Community School is seeking a highly organized, detail-oriented, and mission-driven Nutrition Program Coordinator to oversee the administrative operations of our child nutrition programs. Reporting to the Executive Chef, this position partners closely with the Executive Chef and Sous Chef to ensure the nutrition department operates efficiently, remains compliant with all federal and state regulations, and provides exceptional service to students and families.

The Nutrition Program Coordinator oversees the administrative, financial, procurement, and compliance functions of the National School Lunch Program (NSLP) for the elementary school and the Child and Adult Care Food Program (CACFP) for the preschool. This role is responsible for meal claiming, recordkeeping, inventory management, purchasing, vendor coordination, regulatory compliance, and operational support, allowing the culinary team to focus on preparing and serving high-quality, nutritious meals while maintaining a well-organized and efficient nutrition program.

Responsibilities

Child Nutrition Program Administration

• Administer the National School Lunch Program (NSLP) and Child and Adult Care Food Program (CACFP) in accordance with USDA, South Carolina Department of Education, and South Carolina Department of Social Services regulations.
• Maintain compliance with all federal, state, and local child nutrition program requirements.
• Prepare and submit monthly reimbursement claims accurately and on time.
• Maintain required documentation for meal counts, production records, menus, procurement, food safety, civil rights, wellness, and program monitoring.
• Assist with Administrative Reviews, audits, and state monitoring visits.
• Ensure confidentiality and accuracy of student meal eligibility information.

Compliance and Financial Management

• Monitor program compliance with USDA Professional Standards, meal pattern requirements, procurement regulations, and financial accountability.
• Assist the Executive Chef with budgeting, forecasting, and financial reporting for the nutrition department.
• Track food, supply, and small equipment expenditures.
• Maintain required USDA and CACFP records in accordance with record retention requirements.

Procurement and Inventory

• Coordinate food and supply ordering with the Executive Chef.
• Receive and reconcile invoices and packing slips.
• Maintain inventory records for food, supplies, and smallwares.
• Monitor inventory levels and recommend purchasing needs.
• Assist with procurement activities in compliance with federal purchasing regulations.
• Coordinate vendor communications regarding deliveries, shortages, substitutions, and credits.

Operational Support

• Support the Executive Chef and Sous Chef with daily administrative and operational tasks.
• Prepare production records, recipe documentation, and menu records.
• Assist with menu planning by ensuring recipes meet USDA meal pattern requirements.
• Update nutrition information, allergen documentation, and ingredient records.
• Coordinate student allergy documentation with the school nurse.
• Maintain digital and paper filing systems for the nutrition department.
• Assist with scheduling substitute coverage and coordinating staffing needs when requested.
• Support catering requests, school events, family engagement activities, and special nutrition initiatives.

Technology and Data Management

• Manage the school's point-of-sale (POS) system and student meal account records.
• Maintain student meal eligibility and free/reduced-price meal documentation.
• Generate participation, financial, inventory, and operational reports.
• Utilize nutrition software and spreadsheets to maintain accurate program records.
• Analyze participation and operational data to support continuous improvement.

Customer Service and Communication

• Serve as the primary administrative contact for families regarding meal accounts and nutrition program questions.
• Communicate professionally with vendors, school staff, state agencies, and community partners.
• Support family outreach related to meal benefits, menus, and nutrition services.

Skills and Qualifications

• A deep commitment to Heartwood Community School's mission and whole-child philosophy.
• Exceptional organizational and time management skills.
• Excellent attention to detail and accuracy.
• Strong analytical and financial recordkeeping abilities.
• Knowledge of USDA Child Nutrition Programs preferred.
• Ability to interpret and apply federal and state regulations.
• Excellent written and verbal communication skills.
• Strong customer service orientation.
• High level of proficiency with Microsoft Office, Google Workspace, and spreadsheet management.
• Ability to manage multiple priorities while meeting strict deadlines.
• Ability to work collaboratively with kitchen staff, school leadership, vendors, and state agencies.

Education and Experience

• Associate's degree required; Bachelor's degree preferred in Business Administration, Nutrition, Food Service Management, Public Administration, Accounting, or a related field.
• Minimum of three years of administrative experience, preferably in school nutrition, food service, education, government, healthcare, or nonprofit operations.
• Experience with the National School Lunch Program, School Breakfast Program, CACFP, or other USDA Child Nutrition Programs is strongly preferred.
• Experience with procurement, inventory management, budgeting, and compliance documentation is highly preferred.
• Experience using LINQ, PrimeroEdge, NutriKids, Mosaic, or other school nutrition software is preferred.

USDA Professional Standards

The successful candidate must meet or obtain the annual USDA Professional Standards training requirements applicable to school nutrition program administrative professionals and participate in ongoing professional development.

Compensation

We are seeking one part-time Administrative Professional for this role.

• 30 hours per week, Monday-Friday (flexible schedule based on school needs)
• The part-time salary for this role is $65,000.

To uphold our commitment to equitable and fair compensation, we offer a competitive salary and have a no-negotiation policy.

We are committed to building a best in class team that reflects the diverse backgrounds and experiences of our students. As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, or disability.

Benefits

We offer a comprehensive benefits package including but not limited to:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance and Disability
• Flexible Spending Accounts (FSA)
• Retirement Plans

Our Commitment

Heartwood Community School is deeply committed to fostering a diverse and inclusive work environment. We welcome applicants from all backgrounds and do not discriminate on the basis of race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, or disability.

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