Vaccine Manager - Henry J. Austin Health Center

Vaccine Manager

Status: Full Time
Department: Nursing
Location: All-Sites
Hours: 8am-5pm
Union: Non-Union



Under the supervision of the Director of Nursing will be responsible for ensuring all vaccines and medications are maintained in inventory, stored and handled correctly according to manufactures recommendation for all sites, including school-based sites, the mobile health unit, and other nontraditional care delivery locations.  The Vaccine Manager is responsible for all vaccines and medication management activities, including training of new and all other designated clinical staff according to NJIIS and VFC/VFA training requirements, provider reenrollment and interface activity for all sites.  Facilitate vaccine and medication after-hours emergencies and routine emergency policies and procedures for storage of vaccines and medications. Responsible for related duties including but not limited to, ESSENTIAL FUNCTIONS:


  • Oversee all aspects of vaccine storage and inventory management, including remote data loggers, vaccine storage units such as Accuvax, and any other platforms or interfaces with the Electronic Medical Record related to vaccines
  • Provide proper oversight of VFC/317 vaccine eligibility requirement for staff; keep VFC/317 vaccines separate from private vaccine stock and assures VFC/317 vaccines are clearly labeled.
  • Ensure VFC/317 vaccines are ordered monthly, bi-monthly or quarterly according to schedule. Facilitate more frequent ordering or urgent orders as required by changes in patient volume at each location or to prepare for health fairs or other events.
  • Monitor vaccines and medication delivered and ensure immediate process to inventory.
  • Monitor routine cleaning of vaccine storage units.
  • Ensure that acceptable temperature ranges have been maintained by recording temperatures twice daily (once in the morning and once in the afternoon/evening); using a digital data logger to review refrigerator and freezer temperatures (data loggers calibration must be current); ensure room temperatures are maintained for storage of stock medications, and take immediate action if temperatures are outside acceptable ranges.
  • Review vaccine temperature logs weekly; retain temperature logs for three years. 
  • Rotate the vaccine and medication inventory so that vaccines with shorter expiration dates are used first; ensure that there are no expired vaccines and medications stored in the refrigerator, cabinets, or freezer.
  • Perform a physical inventory of all vaccine in stock.
  • Check vaccine and medication inventory weekly; assure vaccine supply is stocked and rotated so vaccines that expire first are used first, before using vaccines with later expiration dates
  • Account for doses of returned or transferred vaccines since the last order.
  • Serve as liaison to school-based sites or other organizations to coordinate delivery and administration of needed vaccines while maintaining adequate inventory at all sites. This may involve working with school nurses or staff from other partner organizations to review vaccination records or other resources to determine community vaccination needs and implement a plan to meet those needs.
  • Follow emergency procedure for power outage. Implement the written emergency response plan, as necessary.
  • Training: Conduct annual staff training for proper storage and handling of vaccines and medications, according to VFC guidelines to assure proper storage/handling and vaccine administration; facilitate annual training for Vaccine Health Worker for VFC/317 program.
  • Educate staff on proper documentation in NJIIS and EMR, and perform periodic chart reviews and workflow analysis to ensure recommended documentation and workflows are followed to maintain adequate inventory and support quality care.
  • Vaccine Manager and Vaccine Health Worker must be fully trained on routine and emergency vaccine management policies and procedures related to vaccine shipments, storage, handling, transport and inventory management.
  • Vaccine Manager and Vaccine Health Worker must undergo annual training on VFC program requirements, including proper storage and handling. All training must be documented.
  • Participate with population management in collaboration with the clinical and care teams as directed by using multiple templates tools: including preventive templates, health maintenance template, CEM, Business Objects reports, UDS reports and Performance Improvement Projects, Quality Improvement and Quality Assurance and any other plans or process to improve patient outcomes.
  • Demonstrate team collaboration to facilitate joy in the work place.
  • Demonstrate self-directed learning through participation in staff education and in-service programs.
  • Prepare and assist on departmental projects, form completions, and reports.
  • Participate in Quality Assessment activities as assigned.
  • Seek guidance and validation from appropriate clinical/management resources when necessary; consistently utilize appropriate lines of authority as necessary.
  • Demonstrate consistent effort to maintain sound working relationships with subordinates, peers and superiors.
  • Demonstrate consistent flexibility and cooperation in relation to workplace staffing and manpower needs by rotating on an urgent basis and assisting the various departments and sites as directed.
  • Exhibit professional conduct with patients and fellow employees
  • Greet all patients/clients/customers via telephone or directly in a personal and professional manner.  Promotes positive patient relations.


  • Assist staff with Spanish interpretation if bilingual in Spanish.
  • Attend job-related training as mandated.
  • Maintain current licensure (valid BLS/CPR and NJ LPN)
  • Complete Continued Education requirements to maintain licensure as directed by the NJ state board of nursing
  • Meet dress code standards; appearance in neat and clean.
  • Maintain regulatory requirements.
  • Report to work on time and as scheduled; completes work within designated time.
  • Wear identification while on duty; uses computerized punch time system correctly.
  • Maintain patient confidentiality at all times.
  • Complete in-services and returns in a timely fashion.
  • Attend annual review and department in-services, as scheduled.
  • Attend a minimum of 10 staff meetings annually; reads monthly staff meeting minutes.
  • Represent the organization in a positive and professional manner.
  • Actively participate in performance improvement and continuous quality improvement (CQI) activities.
  • Comply with all organizational policies regarding ethical business practices.
  • Communicate the mission, visions and goals of the facility, as well as the focus statement of the department.
  • Performs other duties and assumes other responsibilities as apparent and/or as assigned by Director of Nursing. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.



  • Graduate of an accredited School of Professional Nursing (L.P.N.) required
  • Two (2) years’ experience as a L.P.N. preferred; previous experience in public health or primary care setting beneficial


  • Must hold current and valid New Jersey Professional Nursing License.                   
  • Must hold current certification in Basic Life Support.


  • Excellent communication and interpersonal skills.
  • Ability to work well with others and to assist the public cooperatively and courteously.
  • Capable of working with computers and software applications suitable for health care environment.
  • Computer literacy and proficiency
  • Training:
    • Mandatory NJIIS Fundamental training.
    • Vaccine Ordering and Management 2.0 training.
    • Complete Annual VFC/317 program training.
    • Complete mandatory annual Vaccine Coordinator training.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•           While performing the duties of this job, the employee is regularly required to remain in a stationary position between 25% and 50% of the time; constantly operates a computer and other office productivity machinery; handles boxes, packages, vials, syringes and other small objects; positions self to reach items on shelves and floor; employee is required to remain in a standing position between 50% and 75% of the time, often for long periods of time.

•           The employee must regularly move vaccines and related equipment up to ten (10) pounds and occasionally lift and/or move up to twenty-five (25) pounds.  Must be able to detect fine print, such as vaccine labels, and notice expirations. The person in this position must be able to communicate with patients and other staff members regarding vaccines and other medical information, and exchange accurate information.

This position requires the manual dexterity sufficient to operate phones, computers and other office equipment.  The position requires the physical ability to kneel, bend, and perform light lifting.  This person must have the ability to write and speak clearly using the English language to convey information and be able to hear at normal speaking levels both in person and over the telephone.  Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.  Generally, the working conditions are good with little or no exposure to extremes in health, safety hazards and/or hazardous materials.

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