Vaccine Coordinator / RN at Upstate Family Health Center Incorporated – Utica, New York

Upstate Family Health Care Inc. is a Federally Qualified Health Center (FQHC) offering family health care services to individuals of all ages. We are committed to providing quality health care for everyone in order to build a healthier community.

Job Summary:
The Vaccine Coordinator is a licensed RN responsible for overseeing all vaccine-related activities at the health center, including both Vaccines for Children (VFC) and private/commercial vaccine programs. This role ensures compliance with federal and state regulations, including CDC, VFC, and New York State Department of Health (NYSDOH) guidelines. The Vaccine Coordinator plays a critical role in maintaining vaccine integrity, educating staff, and ensuring equitable immunization access for underserved populations served by the FQHC.

Essential Duties and Responsibilities:

Vaccine Program Management

• Coordinate procurement, storage, inventory, and distribution of vaccines (VFC and private) for the health center.
• Ensure vaccine ordering, inventory tracking, and reporting through NYSIIS and other applicable systems.
• Maintain daily temperature logs and conduct routine checks on vaccine storage units using digital data loggers.
• Implement and maintain vaccine management protocols, including emergency plans and cold chain maintenance.
• Participate in routine audits weekly, monthly, and periodic and internal checks to maintain vaccine integrity.

Regulatory Compliance
• Ensure full compliance with VFC requirements, including timely submission of inventory, usage, and loss reports.
• Prepare for and support VFC site visits, audits, and reviews.
• Manage the return or disposal of expired and spoiled vaccines according to DOH/VFC guidelines.
• Document vaccine administration accurately in electronic health records (eCW) and report to NYSIIS.

Staff Education and Quality Assurance
• Train medical assistants, nurses, and providers on vaccine administration, handling, storage, and schedule updates.
• Monitor adherence to clinical vaccine protocols and provide refresher training as needed.
• Review vaccination documentation for completeness and accuracy as part of routine chart audits.
• Maintain all required vaccine documentation (e.g., temperature logs, inventory, training records) for at least three years, even after provider retirement or location closure.

Direct Patient Care
• Administer immunizations to patients across the lifespan, in accordance with standing orders and NYS scope of practice.
• Provide patient education on immunizations, including risks, benefits, and vaccine schedules.

Health Equity & Access
• Collaborate with outreach and care coordination teams to support community-based immunization efforts and special vaccine clinics.
• Assist in closing immunization care gaps, especially among underserved, uninsured, and immigrant populations.

Qualifications:
• Required: Active New York State RN license in good standing.
• Preferred: 1+ year experience in community health, pediatrics, or FQHC setting.
• Working knowledge of NYSIIS, VFC program protocols, and CDC vaccine guidelines.
• Proficient with EHR systems (e.g., eCW, EPIC) and basic Excel/Word functions.
• Strong organizational, communication, and problem-solving skills.
• Commitment to providing high-quality, culturally competent care to underserved populations.

Work Environment and Physical Demands:
• Work is performed in a clinic or community-based setting.
• May involve lifting small boxes (up to 25 lbs), standing, and bending during inventory or administration tasks.
• Occasional evening/weekend hours may be required for outreach events or compliance reviews.

Upstate Family Health Center provides a comprehensive total compensation package including competitive compensation, a generous paid time off package, a benefits package including medical, dental, vision, FSA, HRA, Life Insurance, generous PTO, CME allowance, loan repayment eligibility under NHSC (if applicable) and 403(B) with company match.

Upstate Family Health Center is an Equal Opportunity Employer.