Vaccine Program Manager

About Lynn Community Health Center (LCHC):

Lynn Community Health Center (LCHC) is one of Massachusetts’ largest community health centers, delivering comprehensive, high-quality, and affordable care to more than 46,000 patients each year. Located in the heart of the community, LCHC plays a vital role in advancing accessible, equitable healthcare and addressing broader system challenges through innovative, high-impact, cost-effective solutions. Guided by our mission to serve all individuals regardless of ability to pay, our work is rooted in our core values of Accountability, Compassion, Excellence, Justice, Respect and Teamwork.

POSITION SUMMARY:

The Vaccine Manager provides organization-wide oversight of vaccine operations at Lynn Community Health Center, including state-supplied, federally funded, and privately purchased vaccines. This role manages vaccine ordering, purchasing coordination, inventory tracking, storage, distribution, documentation, compliance, staff education, and waste prevention across LCHC sites.

The Vaccine Manager works collaboratively with Nursing, Medical Leadership, Pharmacy, Purchasing, Finance, Compliance, Information Technology, and site-based teams to maintain safe, compliant, cost-effective, and reliable vaccine workflows.

This position serves as the primary operational lead for vaccine management and supports audit readiness, vaccine clinic planning, temperature excursion response, workflow standardization, and communication of vaccine updates, recalls, availability changes, and practice guidance.

The Vaccine Manager provides functional guidance, training, workflow direction, and oversight to vaccine coordinators, backup vaccine coordinators, nursing staff, clinical assistants, and other staff involved in vaccine handling, documentation, ordering, and inventory processes.

ESSENTIAL FUNCTIONS & KEY RESPONSIBILITIES:

Vaccine Management Responsibilities:

• Oversee all LCHC vaccine operations, including state-supplied, federally funded, and privately purchased vaccines.
• Coordinate vaccine ordering, private vaccine purchasing, receiving, storage, distribution, and reconciliation in collaboration with key departments.
• Maintain accurate vaccine inventory systems to track doses received, transferred, administered, wasted, expired, returned, or replaced.
• Use utilization data, inventory counts, expiration dates, seasonal demand, and clinic needs to guide ordering and reduce shortages, overstocking, waste, and financial loss.
• Ensure state-supplied and privately purchased vaccine stock is clearly separated, labeled, stored, documented, and used appropriately.
• Support compliance with LCHC policies, MDPH requirements, VFC expectations, storage and handling standards, and applicable documentation requirements.
• Coordinate follow-up for temperature excursions, storage concerns, shipment discrepancies, expired doses, vaccine waste, recalls, and related incidents.
• Collaborate with Epic, billing, pharmacy, clinical operations, and HIT to support accurate vaccine documentation, charge capture, and inventory selection workflows.
• Provide staff education and workflow guidance related to vaccine eligibility, storage and handling, private versus state stock, expiration checks, documentation, and new vaccine products.
• Prepare LCHC sites for internal reviews, MDPH visits, VFC audits, Joint Commission readiness activities, and other vaccine-related compliance reviews.
• Communicate vaccine updates, shortages, recalls, eligibility changes, product transitions, and clinic readiness needs to leaders and frontline teams.
• Review vaccine standing orders annually and bring any recommended changes or updates to the attention of the Director of Nursing and the Associate Chief Nursing Officer.
• Maintain current knowledge of vaccine guidance, inventory management practices, and regulatory requirements through training and ongoing professional development.
• Attend meetings related to vaccine operations, clinical quality, compliance, purchasing, and operational planning.

Clinical Support Responsibilities:

• Provide vaccine administration, patient education, and clinical support as assigned and within scope of licensure.
• Support vaccine clinics, outreach events, school-based health center needs, employee vaccination efforts, and seasonal immunization campaigns as needed.
• Document vaccine-related care, teaching, inventory selection, and follow-up actions accurately in approved systems.
• Perform other related duties as required or assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in nursing, public health, health administration, or related field preferred.
• Current Massachusetts RN license is preferred and required if the role includes nursing practice.
• Current BLS certification required if providing direct patient care.
• Demonstrated reliability, professionalism, sound judgment, and ability to work collaboratively across departments.

EXPERIENCE:

• Experience in ambulatory care, community health, vaccine operations, medication or vaccine inventory management, purchasing workflows, quality improvement, or clinical program coordination preferred.
• Experience with VFC/state vaccine programs, MIIS, Epic, and multi-site clinical operations strongly preferred.

SKILLS & COMPETENCIES:

• Strong organizational, communication, analytical, and problem-solving skills required.
• Must be able to manage competing priorities and maintain accurate vaccine, inventory, purchasing, storage, and compliance records.

SERVICE EXCELLENECE:

• Best-In-Class engagement catalyst actively build trust, encourage optimization of organizational services, resources and empower operational excellence.
• Demonstrates an understanding of service behaviors by successfully completing applicable online and in-person training aligned with applying service excellence principles in practice, during all interactions:
• A: Awareness & accountable for my impact over intent.
• N: Notice, acknowledge, honor & respect differences.
• C: Connective communication that invites pivoting for perspective.
• H: Holistically elevate excellence & personalize whole person care.
• O: Opportunities to grow forward, empower innovation, ownership & accountability.
• R: Reliable & highest quality standards.
• S: Strive for excellence with services that support individualized health & well-being.
• Demonstrates a strong commitment to service excellence by consistently anticipating needs, setting clear expectations, proactively identifying and addressing service opportunities, and fostering positive relationships through compassionate communication, empathy, and gratitude to deliver an exceptional consumer experience.

CULTURAL COMPETENCE:

• Demonstrates knowledge of culture by successfully completing the online training on Cultural Competence.
• Utilizes an appreciation of and respect for diversity when interacting with patients/clients, team members and staff from other departments.
• Responds appropriately or seeks support when confronted with cultural biases or conflicts.

PHYSICAL AND MENTAL REQUIREMENTS OF THE POSITION:

• Work is performed in an office and/or clinical environment and requires the ability to move around in the office and/or clinic, enter and retrieve data from an electronic system and operate electronic equipment.
• Able to move tools and materials weighing up to 10 lbs from one location to another, if applicable to this role.
• Demonstrate ability to work independently, exercise sound judgment in decision-making, and perform effectively under pressure, including in emergency situations.

SPECIAL REQUIREMENTS:

• Respect and maintain the confidentiality of patient information, including protected health information under HIPAA and applicable state and federal law, in all aspects of care, including use of electronic information systems.
• This position may involve occupational exposure to bloodborne pathogens, airborne pathogens, infectious agents, hazardous materials, or other occupational hazards. Employees must comply with Infection Prevention, Employee Health, OSHA, and organizational safety requirements applicable to their assigned duties.
• Complies with Employee Health requirements, including immunization, tuberculosis screening, respirator fit testing (when applicable), and other occupational health requirements based on job responsibilities.
• Employment is contingent upon results of a background check, including a Criminal Offender Record Information (CORI) check conducted in accordance with M.G.L. c. 6, §§ 168–178, and, where applicable, screening against the U.S. Department of Health & Human Services Office of Inspector General List of Excluded Individuals/Entities and the federal System for Award Management exclusion list, that are acceptable under LCHC’s Background Check Policy and applicable law.