Coordinator of Vaccines

Job Description

Job Description

Responsible for managing supply inventory, partnering with Facilities on work orders, and serving as a technology liaison, ensuring adequate staffing of all sites, training non-clinical staff, and delivering an exceptional experience to patients. This role will focus on process flow and ensuring efficiencies of all sites and make recommendations for improvements to the Director of Operations.

Benefits :

• Free Medical, Dental & Vision
• 13 Paid Holidays + PTO
• 403 (B) retirement match
• Life Insurance, EAP
• Tuition Reimbursement
• Flexible Spending Account
• Continued workforce development & training
• Succession plans & growth within

QUALIFICATIONS

Clinic Scope & Qualifications: (*Must possess 3 out of 4 below)

• 1+ Years of Experience working in a Vaccine Department and Coordinating Vaccine Inventory, Storage, and Handling.

Education:

• High School Diploma or GED from an accredited institution.

Other Experience:

• Able to work collaboratively with multiple health professionals in a busy and complex environment using tact, diplomacy, and discipline.
• Proficient in Microsoft Office and Excel (familiarity with medical terminology).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain and track vaccine inventory and expiration dates across 20+ Clinics: Ordering, administering, and coordinating inventory control of vaccines including tracking usage, wastage and administration, and updating the Immunization Information System (VIIS) and the electronic health record to accurately reflect vaccine usage.
• Maintain all appropriate storage and handling documentation as set by the Center for Disease Control and Prevention (CDC).
• Maintain storage equipment in compliance with CDC standards and manufacturer’s guidelines.
• Maintain records, including but not limited to, Vaccines for Children (VFC) and Adults (VFA) program documentation.
• Check stock weekly across all clinics and rotate when a shipment arrives so vaccine closest to expiration date is used first. Ensures removal of expired vaccines from the storage unit.
• Report and return vaccines within 30 days of expiration or spoilage.
• Coordinate the checking and ensure temperatures are recorded twice daily (beginning and end of each clinic day) for every vaccine storage unit and record Min/Max temperatures each day (clearing the min/max each day after reading).
• Ensure refrigerator temperatures are within acceptable range and take immediate action if temperatures are not within appropriate ranges.
• Ensure a digital data logging thermometer with a current certificate of calibration is maintained for each vaccine storage unit.
• Ensure Optimal Operations of Storage Units.
• Ensure upload of Digital Data Loggers (DDLs) are perform at least weekly.
• Keep track of DDLs reports and have those available as needed.
• When vaccine stock arrives ensure that the packing slip matches the contents and that the internal temperature of the shipping container is at the appropriate temperature range for the vaccine contained within.
• Oversee emergency preparations, including plans for ensuring safety of vaccine during emergencies including adverse weather conditions.
• Prepare carriers for Mobile events and vaccine transfers.
• Other duties as assigned by the Director of Operations.
• Manages the inventory, receiving, storage and distribution of all COVID vaccines and ensures each vaccination site has sufficient vaccines on a daily basis.
• Maintains accountabilities for all vaccines through MyTurn and MyCAvax platforms.
• Oversee the installation, monitoring, and tracking of Senso probes at all clinic sites.
• Responding in a timely manner to any excursions and handling of excursions.
• Answer and direct phone calls, emails, and correspondence.
• Schedule meetings, appointments, and staff calendars.
• Order and manage office supplies and inventory.
• Assist with onboarding and communication for new employees.
• Support payroll or timekeeping processes.
• Work with vendors to obtain quotes.
• Assist with the preparation for clinic audits and participation in audits.
• Schedules and coordinate internal and external meetings, including preparing agendas, minutes, and follow-up tasks.
• Prepares reports, presentations, and other documentation as requested, assists in data collection for improvement initiatives.
• Other duties as applies.