Vaccine Coordinator

Who We Are:

Aviva Health is a dynamic and mission-driven federally qualified health center (FQHC). Committed to providing comprehensive and compassionate healthcare services, Aviva Health offers a holistic approach to care, addressing patients' medical, behavioral health, dental, and social service needs. As a vital healthcare resource in the community, Aviva Health fosters a collaborative and supportive work environment where dedicated healthcare professionals have the opportunity to make a meaningful impact on the lives of individuals and families. Join us at Aviva Health and be part of a team that is dedicated to making a difference in the lives of our patients and the community we serve.

Benefits Include:

• Monday - Friday Scheduling
• Paid Holidays
• PTO
• Comprehensive Medical, Dental, and Vision Coverage
• 403(b) Retirement with Employer Match
• Training and professional development opportunities

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POSITION PURPOSE:

Under the general supervision of the Specialty Clinic Manager, the Vaccine Coordinator oversees the coordination, administration, inventory management, and documentation of vaccines across Aviva Health. This position supports vaccine program compliance, forecasting, ordering, employee immunizations, and quality improvement initiatives while collaborating with clinical teams to ensure safe, efficient, and consistent immunization practices. The Vaccine Coordinator also provides Medical Assistant support across departments and participates in community vaccination events as needed.

ESSENTIAL FUNCTIONS:

• Coordinates vaccine-related activities across Pediatrics, Family Medicine, and the Residency Program by maintaining consistent processes, communicating program updates, and collaborating with clinical teams to address vaccine needs.
• Forecasts vaccine needs, monitors inventory levels, and orders vaccines through the Vaccine Manager to maintain adequate supplies, minimize waste, and support uninterrupted patient care.
• Maintains compliance with Vaccines for Children (VFC) program requirements by monitoring vaccine storage, handling, inventory, documentation, and reporting in accordance with applicable guidelines.
• Safely administers vaccines, immunizations, injections, and tuberculosis (TB) tests in accordance with established clinical protocols, provider orders, and applicable regulations, including services for walk-in patients and employees.
• Reviews upcoming Pediatric appointments to forecast vaccine needs, verify availability, and support efficient patient care and clinic workflows.
• Accurately maintains, obtains, and updates patient immunization records, ensuring timely documentation and data entry into ALERT IIS, Athena, and other applicable systems.
• Responds promptly and professionally to vaccine-related phone calls and inquiries, providing accurate information, addressing concerns within scope of practice, and directing clinical questions to appropriate providers.
• Provides vaccine administration and documentation training to employees by demonstrating proper techniques, reviewing established procedures, and reinforcing compliance with organizational and regulatory requirements.
• Prepares and submits monthly vaccine reports to the Vaccine Manager, ensuring inventory, administration, and other required data are accurate and complete.
• Collaborates with the Vaccine Manager and Employee Health Coordinator to coordinate, administer, document, and track seasonal influenza vaccinations for employees.
• Provides patient education regarding travel immunizations, including vaccine recommendations, schedules, and available services, while referring clinical decisions outside the position's scope of practice to appropriate providers.
• Participates in offsite vaccination clinics, mobile clinics, and community events as directed, assisting with vaccine preparation, administration, documentation, and coordination of clinical supplies.
• Supports organizational quality improvement (QI) initiatives by monitoring vaccine-related performance measures, identifying opportunities for improvement, and implementing practices that contribute to established goals.
• Provides Medical Assistant support to Pediatrics, Family Medicine, and other departments as needed, assisting with patient care, clinical procedures, and daily workflows to maintain continuity of services.
• Provides backup support to the Vaccine Manager during absences by coordinating with the Douglas Public Health Network (DPHN), completing required state vaccine reporting, and maintaining essential vaccine program operations.
• Performs other duties as assigned to support departmental operations and organizational needs.

PROFESSIONAL QUALITIES:

• Demonstrates ownership of assigned responsibilities, follows through on commitments, and maintains high standards of accuracy and reliability.
• Effectively manages competing priorities, anticipates operational needs, and consistently meets established deadlines.
• Responds constructively to changing clinical demands, staffing needs, and departmental priorities while maintaining quality and efficiency.
• Builds positive working relationships across departments and contributes to a supportive, team-oriented environment.
• Demonstrates humility, integrity, sound judgment, and respect in interactions with patients, coworkers, and community partners.
• Works independently, recognizes opportunities for improvement, and proactively addresses challenges within assigned responsibilities.
• Demonstrates compassion, patience, and cultural sensitivity while supporting a welcoming and respectful healthcare environment.

QUALIFICATIONS:

• Current Medical Assistant certification through one of the following recognized certifying organizations: o American Allied Health (AAH). o National Center for Competency Testing (NCCT). o National Healthcareer Association (NHA).
• Current Basic Life Support (BLS) certification, with continued certification required throughout employment.
• Current Oregon Driver’s License and clean driving record required.
• Minimum two (2) years of experience in a hospital, clinic, or other healthcare setting.
• Experience with clinical workflows, patient care procedures, and medical documentation.
• Knowledge and experience with vaccine administration, immunization schedules, vaccine storage and handling, and applicable regulatory requirements.
• Familiarity with office procedures, patient flow, triage processes, and scheduling.
• Ability to use electronic medical records, immunization registries, and other clinical information systems: Experience with Athena and EPIC preferred.
• Ability to understand and follow organizational policies and applicable local, state, and federal regulations.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

• Performs duties in person during normal clinic hours, with travel to other Aviva Health locations, mobile clinics, or community events as needed.
• Frequently remains in a stationary position while completing clinical and administrative responsibilities.
• Frequently moves throughout the clinic to assist patients, access supplies, and perform assigned duties.
• Regularly operates computers, clinical instruments, laboratory equipment, and other tools necessary for patient care and documentation.
• Must be able to communicate information clearly and accurately with patients, employees, and other healthcare professionals.
• Must be able to lift, move, or transport up to 25 pounds while handling supplies, equipment, and performing patient care activities.
• Primarily works indoors in a temperature-controlled clinical environment.
• OSHA Exposure Category #1: Potential occupational exposure to blood and other potentially infectious materials. Requires adherence to infection prevention protocols and appropriate use of personal protective equipment (PPE).

DISCLAIMER:

Employees must be able to perform the essential functions of their position satisfactorily. Aviva Health will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the operation of the business. To request a reasonable accommodation, please contact the VP of Human Resources by email.

Ready to join our team? Apply now and take the next step in your career.

Aviva Health is an Equal Opportunity Employer

We are committed to fostering a diverse and inclusive workplace where all qualified applicants receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.

Aviva Health is a Drug-Free Workplace

To ensure a safe and secure environment for our employees and patients, Aviva Health maintains a drug-free workplace. All employment offers are contingent upon passing a drug screening and a criminal background check. Compliance with these policies is required throughout employment.