Vaccine and Lab Program Manager

Virginia Garcia Memorial Health Center•Hillsboro, OR

About The Position

The Vaccine and Lab Program Manager oversees the development, compliance, and quality of vaccine and laboratory programs across Virginia Garcia Memorial Health Center sites. The position supports site coordinators and leaders, provides focused training, evaluates program effectiveness through reports and site visits, and serves as a primary contact for county and state representatives during regulatory visits and related activities. The manager leads organization-wide vaccine program operations, including the Vaccines for Children (VFC) program, safe storage and monitoring of vaccine products, seasonal vaccine planning, and vaccine services at outreach events. The role also oversees CLIA-waived laboratory programs and instrument sterilization surveillance, and maintains relationships with external laboratories to improve patient access and workflows. The position develops and optimizes programs through clinic visits, audits, compliance support, certification and approval maintenance, staff training, and process-improvement work. It builds relationships with community and healthcare partners, represents the organization in the professional community, coordinates external regulatory visits, and evaluates program performance using billing, quality, and operational data. The role has access to protected health information for treatment and quality assurance or improvement operations, subject to HIPAA’s minimum necessary standard.

Requirements

Certified Medical Assistant (or ability to obtain CMA certification within three months), Licensed Practical Nurse, or comparable certification or license.
At least two years of experience administering vaccines in a primary care setting.
Two years of vaccine coordination and/or laboratory program oversight experience.
Experience developing and applying process-improvement techniques.
Experience working in a multicultural, diverse environment.
Valid driver’s license, reliable transportation, safe driving record, and insurance coverage.
Ability to communicate respectfully and cooperatively with people from varied racial, educational, and socioeconomic backgrounds and with differing abilities.
Ability to establish cooperative, respectful working relationships with staff, community advocates, partners, and supporters.
Knowledge of state governance policies and regulations related to vaccine and laboratory programs.
Ability to work independently and solve problems creatively and resourcefully.
Ability to be detail-oriented, multitask, and work without detailed instructions.
Ability to commute during working hours to various locations.
Ability to remain calm and professional during difficult situations or emergencies.
Commitment to Virginia Garcia’s mission, vision, and values.
Ability to maintain confidentiality and respect privacy, including appropriate use of protected health information.
Ability to meet the organization’s immunization requirements and applicable state and federal guidelines.

Nice To Haves

Bachelor’s degree in Public Health Administration or another relevant field, or an equivalent combination of education and experience coordinating or administering a public health program involving program integrity, quality improvement plans, and systems development.
Experience developing and delivering training to medical staff.
Experience using Excel reports to evaluate program performance.
Experience supervising direct reports and leading and mentoring staff.
Bilingual English/Spanish speaking, reading, and writing ability.

Responsibilities

Oversee the Vaccines for Children (VFC) program and organization-wide systems for safe storage and monitoring of state-supplied and privately purchased vaccines.
Lead the annual seasonal vaccine program, including supporting site leaders with product selection, ordering, delivery, and staff training.
Partner with operations leaders to deliver vaccine services through outreach events, including responses to public health emergencies.
Oversee CLIA-waived laboratory programs at sites and locations providing waived testing, including outreach services.
Conduct surveillance of the organization’s instrument sterilization program.
Maintain relationships with private and public laboratories and develop or improve workflows that support patient access.
Maintain current knowledge of vaccine and laboratory requirements and best practices, and provide evidence-based recommendations to clinical and operational leaders.
Conduct quarterly clinic visits, meet with site leadership teams, and review vaccine and lab systems.
Collaborate with clinic leaders and site coordinators to maintain compliance with VFC and CLIA requirements, including for new clinic sites.
Lead or coordinate structured site audits twice a year through the C-Qual site visit program.
Manage initiation, renewal, and maintenance of CLIA certificates and VFC program approvals.
Support employee orientation and develop training for existing staff and leaders as needs arise.
Develop and deliver training for vaccine and lab coordinators, facilitate regular meetings and check-ins, and help coordinators resolve questions and issues.
Identify program improvement opportunities with coordinators and manage PDSA cycles with Organizational Development support.
Coordinate with Learning and Development and Clinical Training teams to incorporate new workflows into training where appropriate.
Represent VGMHC’s vaccine and lab programs in Washington and Yamhill Counties, including occasional public speaking and resource coordination.
Participate in work-related conferences and represent VGMHC within the professional community.
Develop relationships with regional Coordinated Care Organizations, community hospitals, and other healthcare resources to improve patient access to vaccine and lab services.
Obtain data for program development through relationships with external partners.
Attend trainings and meetings provided by the Oregon VFC program.
Coordinate external regulatory site visits, prepare clinic teams, and serve as a primary contact for county and state representatives.
Collaborate with Finance to monitor billing concerns and with Billing to assess and optimize revenue collection for lab and vaccine services.
Review reports on vaccine and lab programs, including unresulted orders, vaccine errors, and clinical quality metrics; collaborate with leaders to address concerns through training or workflow improvements.
Work with data analysts to develop and perform regular data and reporting analyses.
Perform other duties as assigned.