Vaccine Coordinator

FoundCare, Inc.•West Palm Beach, FL

13h

About The Position

The Vaccine Coordinator supports FoundCare’s immunization program by coordinating vaccine management, storage and handling, inventory, and compliance with the Vaccines for Children (VFC) and Vaccines for Adults (VFA) programs. The role also provides medical assisting support to providers and clinical teams, including patient rooming, vaccine and medication administration, accurate documentation, and promoting safe, efficient, high-quality patient care. The position serves as the site’s primary vaccine coordinator, maintains vaccine records and equipment, responds to temperature excursions, supports immunization outreach, trains clinical staff, and prepares for compliance visits. Medical assisting responsibilities include rooming patients, preparing exam rooms, assisting with procedures, administering medications and immunizations as ordered, collecting specimens, supporting patient education, and maintaining accurate electronic health records. The role requires compliance with applicable healthcare regulations and FoundCare policies, and may involve travel to other FoundCare locations and meetings.

Requirements

High school diploma or equivalent.
Completion of an accredited Medical Assistant program.
Basic Life Support certification.
Knowledge of vaccine storage and handling requirements, CDC and ACIP immunization schedules, and VFC and VFA program requirements.
Foundational knowledge of medical assisting, including patient rooming, specimen collection, medication administration, and electronic medical record documentation.
Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word, and ability to navigate electronic health record systems and Florida SHOTS.
Strong attention to detail, recordkeeping, organizational, and interpersonal skills.
Excellent customer service skills.
Ability to manage multiple responsibilities, prioritize according to patient care and acuity, and complete assignments accurately and on time.
Ability to communicate effectively verbally and in writing in English, with or without an interpreter or auxiliary aids or services.
Ability to understand and apply information from training programs, conferences, and professional literature.
Ability to work with diverse populations and maintain confidentiality in accordance with HIPAA.
Ability to handle difficult situations involving patients, providers, or others professionally.
Understanding that FoundCare’s HIV prevention mission may involve exposure to explicit language, printed material, and descriptions of explicit sexual activities.
Ability to sit and/or stand for short, intermittent, and long periods; reach, bend, stoop, handle objects, talk, hear, and see.
Ability to lift and carry objects weighing up to 25 pounds.
Ability to use standard office equipment and technology, including computers, telephones, and clinical equipment and systems.
Ability to work with exposure to blood and body fluids and communicable diseases while using standard precautions.
Ability to travel to other FoundCare locations and to meetings, workshops, seminars, departments, and conference rooms.

Nice To Haves

Two years of experience as a Medical Assistant, including vaccine administration.
Experience with vaccine inventory management, storage and handling, or VFC and VFA program requirements.

Responsibilities

Serve as the site’s primary vaccine coordinator in accordance with VFC and VFA program requirements.
Monitor and document vaccine storage temperatures using digital data loggers, and maintain temperature logs.
Respond to temperature excursions according to FoundCare’s emergency vaccine storage and handling plan, including isolating affected vaccine and contacting manufacturers and the Florida VFC and VFA programs as required.
Order vaccines and manage inventory, including receiving and inspecting shipments, rotating stock, monitoring expiration dates, and reconciling inventory in Florida SHOTS.
Document and report expired, spoiled, and wasted vaccine in accordance with program requirements.
Maintain vaccine storage and handling equipment, and coordinate repairs and calibration certificate renewals.
Develop, maintain, and update routine vaccine management and emergency vaccine storage and handling plans.
Ensure accurate documentation of administered vaccines in the electronic health record and Florida SHOTS.
Train and support clinical staff on vaccine storage and handling, administration, and documentation procedures.
Prepare for and participate in VFC and VFA compliance site visits and implement corrective actions as needed.
Liaise with the Florida Department of Health VFC and VFA programs, vaccine manufacturers, and distributors.
Support immunization outreach by identifying patients due or overdue for vaccines and coordinating with care teams to close care gaps.
Complete required annual VFC and VFA training and maintain current knowledge of CDC and ACIP immunization schedules and program requirements.
Promote FoundCare’s mission, vision, and values.
Room patients by obtaining and recording vital signs, height, weight, chief complaint, relevant history, pain status, allergies, medications, pharmacy, screenings, and other pertinent information; review and coordinate closure of care gaps.
Prepare patients for examinations and procedures, prepare exam rooms, and assist providers with medical procedures, including those requiring aseptic technique.
Administer medications and immunizations by ordered routes within scope of practice, seeking assistance from an RN or provider when unfamiliar with a medication or procedure.
Collect and prepare laboratory specimens according to the Clinical Laboratory Manual and maintain standard precautions.
Perform pre-visit planning with providers and care teams to review records, close care gaps, and promote patient-centered care.
Provide standardized patient education as instructed by an RN or provider and refer patients needing further teaching to an RN or provider.
Meet documentation standards and policies in the electronic medical record.
Provide emergency care when necessary using basic life support and automated defibrillator equipment, and maintain basic CPR certification.
Ensure compliance with healthcare regulations, including HIPAA and OSHA.
Provide compassionate support to patients and families and respond professionally to patient or family anger or distress, collaborating with an RN, supervisor, or provider as needed.
Perform other duties as assigned.