Vaccine Coordinator

Position Summary

The Vaccine Program Coordinator oversees all aspects of vaccine management and compliance across the organization. This role is responsible for inventory control, ordering, storage, handling, temperature monitoring, data reporting, and administration processes for routine and emergency vaccination programs, including VFC (Vaccines for Children). The coordinator collaborates with clinical teams, leadership, and external agencies to ensure adherence to state and federal guidelines.

Key Responsibilities

A. Inventory & Distribution

• Receive and process vaccine shipments promptly, verifying quantities and integrity upon delivery.
• Maintain vaccine inventory, performing monthly physical audits and rotating stock by expiration date.
• Coordinate vaccine transfers between sites, tracking movements and reconciling records.
• Oversee vaccine ordering for all programs (VFC, COVID19, private stock), ensuring timely submissions.

B. Storage & Temperature Monitoring

• Ensure proper storage conditions: monitor and document refrigerator and freezer temperatures daily using calibrated devices.
• Train and certify at least two staff per site on temperature logging, data download, and excursion response.
• Investigate and respond immediately to temperature deviations, document corrective actions and report to the Director of Nursing.
• Maintain temperature logs (paper and electronic) and retain records per regulatory requirements (minimum three years).

C. Compliance & Reporting

• Administer VFC vaccine programs in compliance with CDC, state, and local guidelines.
• Submit accurate vaccine utilization and reconciliation reports to the Georgia Department of Public Health and HRSA on schedule.
• Conduct monthly Sliding Fee Scale audits for vaccine administration fees and provide in service training to staff.
• Participate in routine inspections, accreditation surveys, and audits; implement corrective actions as needed.

D. Clinical & Emergency Operations

• Develop and maintain an emergency vaccine response plan for temperature excursions, power failures, and other contingencies.
• Coordinate staff training on vaccine administration protocols, LARCs, and emergency procedures.
• Serve as liaison with external partners (public health agencies, distributors) to standardize processes and troubleshooting issues.

E. Collaboration & Communication

• Communicate program updates, policy changes, and best practices to leadership and clinic teams.
• Prepare educational materials, SOPs, and training presentations for vaccine related topics.
• Provide technical support and mentorship to practice managers and clinical staff on vaccine program compliance.

F. Additional Duties

• Assist with special projects, data analysis, and system enhancements related to vaccination programs.
• Perform other duties as assigned by the Director of Nursing or clinical leadership.

Education & Certification

• Current Georgia RN or LPN license required.
• BLS and CPR for Healthcare Providers certification required.
• Associate’s degree in nursing or healthcare administration preferred.

IV. Experience & Skills

• Minimum of 2 years of clinical experience in a healthcare setting; experience with vaccine programs or public health preferred.
• Strong knowledge of vaccine storage, handling, and regulatory requirements (CDC, VFC, HRSA).
• Excellent organizational, analytical, and problem solving abilities.
• Effective communication and training skills; ability to work with diverse teams.
• Proficiency with EHR systems, temperature monitoring software, and Microsoft Office.

V. Physical & Working Conditions

• Office and clinical environments; frequent standing, walking, and equipment handling.
• Occasional lifting of supplies and equipment (up to 30 pounds).
• May require evening or weekend work for training sessions or emergency responses.

VI. Compliance Statement

Medical Associates Plus reserves the right to modify job duties, work locations, and work hours as business needs dictate. This description reflects essential functions but is not exhaustive of all responsibilities.