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Position: Vaccine for Children Coordinator – Full-Time
Location: Georgia

Job Purpose:

The Vaccine for Children (VFC) Coordinator oversees vaccine management for the office and ensures vaccines are stored, handled, documented, and administered in accordance with VFC program requirements. This role supports compliance by managing vaccine ordering, inventory reconciliation, storage and handling, temperature monitoring, vaccine transfers, staff training, and emergency response procedures.

Key Responsibilities:

• Ensure all staff receive training on VFC guidelines, vaccine storage and handling, vaccine administration, and related office procedures.
• Maintain required documentation on site, including temperature logs, screening forms, training records, and other VFC-related records, for at least three years or longer if required by state statute.
• Notify Immunization Services immediately of any changes in key staff, including the Primary or Backup Vaccine Coordinator.

Temperature Monitoring and Storage:

• Check and record minimum and maximum temperatures once each clinic day for every vaccine storage unit, clearing the min/max readings after review.
• Ensure refrigerator temperatures remain within the acceptable range of 35° to 46° Fahrenheit (2° to 8° Celsius).
• Maintain freezer temperatures below 5° Fahrenheit (-15° Celsius).
• Take immediate action when temperatures fall outside the appropriate range, including isolating or quarantining affected vaccines, downloading data logger information, reviewing the time out of range, consulting the VSIR Decision Tree, and submitting a Vaccine Storage Incident Report (VSIR) to the IFC when needed.

Vaccine Ordering, Receiving, and Inventory:

• Verify vaccine shipments upon arrival by matching the packing slip to the contents and confirming that the shipping container temperature is within the appropriate range.
• Store vaccines immediately in the appropriate refrigerator or freezer and confirm that the order has been received in the required system.
• Perform monthly inventory reconciliation as requested by Immunization Services.
• Remove expired vaccines from storage units promptly and ensure staff use the Waste Log Report as instructed.

Training and Compliance:

• Provide or coordinate vaccine management, storage, and handling training for staff as needed and at least annually.
• Use CDC “You Call the Shots” training modules or other approved training resources to support annual VFC training requirements.

Vaccine Coordinator Specific Roles and Responsibilities:

Program Planning and Training:

• Develop, maintain, and annually review the routine and emergency Vaccine Management Plan.
• Ensure all existing and new staff complete required annual training.
• Document staff training annually on the Vaccine Staff Training Log.
• Update and upload training certificates through SIMON for existing and new Vaccine Coordinator staff.

Required Training Modules:

• Immunization “You Call the Shots” – Module Sixteen: Vaccines for Children
• Immunization “You Call the Shots” – Module Ten: Vaccine Storage and Handling

Vaccine Ordering and Inventory:

• Oversee vaccine ordering and complete orders based on the provider profile population.
• Perform a physical inventory of all vaccine stock weekly.
• Account for all returned, transferred, or borrowed doses through the reconciliation process every 30 days or since the last order.

Receiving and Storing Vaccines:

• Be present when vaccines are delivered, inspect shipments, and place vaccines in the appropriate storage unit promptly.
• Confirm acceptable temperature ranges have been maintained during shipment and storage.
• Verify vaccine orders and accept inventory in the required portal.
• Rotate inventory so vaccines with the shortest expiration dates are used first.
• Ensure expired vaccines are not stored in refrigerators or freezers.
• Keep VFC vaccine stock separate from private vaccine stock.
• Perform routine cleaning of vaccine storage units.

Monitoring and Emergency Response:

• Use a continuous temperature monitor (CTM) with a current and valid Certificate of Calibration to review refrigerator and freezer temperatures.
• Record minimum and maximum temperatures once each workday at the start of the clinic day and review temperatures before administering vaccines.
• Download and upload vaccine temperature data weekly, preferably every Monday or the next business day if Monday is a holiday.
• Take immediate action when temperatures are outside acceptable ranges and report issues to the ADON and/or DON.
• Implement the emergency vaccine management plan when necessary.
• Maintain a temperature log for each vaccine storage unit.

Store all SCVFC program documentation for three years.

Minimum Experience Required:

• Certified Medical Assistant with at least two (2) years of practical experience.
• At least one (1) year of experience as a Certified Medical Assistant in a pediatric and/or family practice setting.

Minimum Licensure/Certification Required by Law:

• Certified Medical Assistant certification.

Preferred Qualifications:

• Experience administering vaccines and immunizations for children.

Physical Requirements:

• Frequent exposure to communicable diseases and other conditions common in a clinic environment.
• Prolonged periods of sitting and working at a computer.
• Occasionally lift and carry boxes of materials or equipment weighing 10–50 pounds.