Vaccine Coordinator

Job Description

Job Description

Position Summary

The Vaccine Program Coordinator is responsible for overseeing all aspects of vaccine management across Medical Associates Plus (MAP). This role ensures the safe, compliant, and efficient ordering, storage, handling, distribution, and reporting of vaccines in accordance with federal, state, and organizational requirements, including the Vaccines for Children (VFC) program.

The coordinator plays a critical role in maintaining vaccine integrity, supporting patient safety, and ensuring compliance with regulatory standards, including Good Faith Estimate (GFE) and Sliding Fee Scale (SFS) requirements when applicable. This position collaborates closely with clinical leadership and external agencies to support quality care delivery across all MAP clinical sites.

Responsibilities and Duties

Vaccine Inventory and Storage

• Ensure all vaccines are received, stored, and processed according to clinical standards.
• Maintain separation of state-supplied and privately purchased vaccines.
• Remove expired vaccines and ensure rotation based on expiration date.
• Oversee daily documentation of storage temperatures using certified and calibrated monitoring equipment.
• Take immediate corrective action in response to temperature excursions.

Ordering and Distribution

• Coordinate monthly physical inventory and ordering of all vaccines, routine immunizations.
• Track transferred or returned doses and reconcile inventory accordingly.
• Ensure timely and accurate submission of vaccine orders to state and federal programs.
• Maintain adequate vaccine supplies across all facilities and provide oversight of manual reconciliation.

Vaccine Management

• Monitor and document daily inventory and temperature compliance.
• Coordinate with clinic leadership for vaccination staffing, training, and documentation.
• Ensure storage, thawing, and preparation procedures are followed by manufacturer and program guidelines.

Program Oversight and Compliance

• Coordinate implementation of emergency vaccine plans across facilities.
• Train site-specific personnel in proper vaccine handling and monitoring.
• Maintain compliance with federal, state, and FQHC program standards, including the provision of GFE to eligible patients and adherence to the SFS policy.
• Retain all required documentation, including temperature logs and inventory reports, for the legally required retention period.

Data Reporting and Communication

• Submit reports to the Department of Public Health and Health Resources and Services Administration (HRSA) as required.
• Maintain accurate data entry and reporting through the electronic health record and vaccine inventory systems.
• Support the organization in meeting performance and safety standards, including those of The Joint Commission and Occupational Safety and Health Administration.

Training and Collaboration

• Attend all mandatory vaccine-related training and updates.
• Provide technical support and guidance to clinical and administrative teams regarding vaccine policies and procedures.
• Coordinate with external agencies to support standardization and continuous improvement of vaccine-related processes.
• Travel to various pediatric clinic locations throughout the CSRA to provide training and support to new managers and staff on vaccination protocols, VFC requirements, GRITS documentation, and vaccine inventory management, including inventory counts and compliance practices.

Other Duties

• Perform additional responsibilities as assigned to support the organization’s mission, regulatory compliance, and operational excellence.

Qualifications:

Knowledge, skills and abilities

• Knowledge of Vaccines for Children (VFC) program requirements, including vaccine storage, handling, documentation, and compliance standards.
• Knowledge of GRITS (Georgia Registry of Immunization Transactions and Services) for accurate immunization documentation and reporting.
• Knowledge of immunization schedules, vaccine administration principles, and patient education related to vaccinations.
• Understanding of vaccine inventory management, including ordering, tracking, reconciliation, and cold chain monitoring.
• Knowledge of applicable regulatory requirements, infection control practices, and documentation standards.

Education

• Licensed Practical Nurse or Registered Nurse with active Georgia license.
• Graduate of an accredited nursing program.
• Current certification in Basic Life Support (BLS) for healthcare providers.

Experience

• Minimum of two years’ experience in clinical or public health settings with vaccine administration or program coordination preferred.
• Strong knowledge of vaccine management standards and immunization program protocols.
• Skilled in data reporting, electronic records, and quality control.
• Proficient in Microsoft Office applications and electronic health record systems.
• Ability to train and guide personnel, manage compliance tasks, and resolve problems independently.
• Demonstrated cultural competency and sensitivity in patient and team interactions.
• Strong organizational, communication, and time management skills.
• Strong knowledge of the Vaccines for Children program and Grits.

Working Environment

• Ability to sit, stand, walk, and lift up to 30 pounds.
• Frequent use of computers, phones, and vaccine storage equipment.
• May require occasional evening or weekend hours.
• Requires flexibility, focus, and interaction with diverse populations in both clinical and administrative settings.

Disclaimer:

The above is intended to describe the job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of supplemental duties, responsibilities, or non-essential requirements.

Medical Associates Plus is an Equal Opportunity Employer and does not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, veteran status, basis of disability or any other federal, state or local protected class.

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