Vaccine Finance Specialist

job:IN-DOH-Vaccine Finance Specialist

work arrangement:hybrid

work location: IDOH, Indianapolis

duration: 4/7/25 - 6/30/25 possible extension

interview:web cam

job description:

The Immunization Division is one of six divisions within the Public Health Protection and Laboratory Services Commission of the Indiana State Department of Health (ISDH). The ISDH Immunization Division is one of 61 states and US territories funded through a cooperative agreement with the Centers for Disease Control and Prevention (CDC) to develop, implement, assess, and promote immunization-related activities with the goal of achieving and sustaining high immunization coverage, reducing vaccination disparities, and decreasing the incidence of vaccine preventable diseases. The ISDH Immunization Division is committed to the prevention of disease, disability, and death among Hoosiers across the lifespan through a collaborative approach to improve vaccination coverage and access to vaccines.

The Immunization Division is organized into four sections consisting of 33 staff: Immunization Information System (IIS) Operations, Division Operations, Vaccine Access and Management, and Immunization Assessment and Promotion. The ISDH Immunization Division Vaccine Finance Specialist position is on the Vaccine Ordering and Accountability (VOA) team within the Vaccine Access and Management (VAM) section. This position can perform all related duties at an offsite location in a remote capacity. The incumbent will be expected to travel to the central office based on programmatic needs. The VAM section is responsible for ensuring access to and accountability for vaccines through the assurance of proper implementation of the Vaccines for Children (VFC) program. The VOA team is comprised of the Vaccine Ordering and Accountability Coordinator, Regional Vaccine Ordering and Accountability Specialists (3), Vaccine Finance Specialist, and an Operations Support Specialist. This position reports directly to the Vaccine Ordering and Accountability Coordinator.

This position serves as the subject matter expert for vaccine ordering and supply management requirements, and provides expert consultation in the development and maintenance of all associated internal and external policies and procedures. The incumbent supports the Vaccine Ordering and Accountability Coordinator in the development of internal processes for reviewing and approving provider-submitted vaccine orders, and conducting training for relevant staff. The incumbent assists the Deputy Vaccine Access and Management Director with all vaccine budget preparation and monitoring activities, including updating required CDC tools and reports. The incumbent is responsible for submitting all final vaccine orders into the CDC vaccine tracking system, VTrckS, and maintains all associated data. This position oversees the routine and influenza vaccine allocations for the north, central, and south provider regions. Vaccine Ordering (35%)

• Serves as the Children and Hoosier Immunization Registry Program (CHIRP) Immunization Information System (IIS) Vaccine Ordering Management System (VOMS) and CDC VTrckS (Vaccine Tracking System) super-user

• Communicates with the Deputy Vaccine Access and Management Director on a routine basis to determine the amount of available funds for vaccine purchasing

• Updates and maintains CDC VTrckS database

• Conducts final aggregate vaccine order review prior to submission

• Uploads vaccine orders from CHIRP

• Determines fund type splits for all vaccine orders each quarter

• Conducts annual review of CDC vaccine order and vaccine purchase data reports

o Provides recommendations for adjustments based on identified results and trends

• Develops and monitors the vaccine order review, approval, and management processes conducted by Regional Ordering and Accountability Specialist staff

o Provides cross coverage as needed

• Ensures all vaccine return transactions are entered into VTrckS and corrections made as necessary

Vaccine Supply (20%)

• Oversees routine and influenza vaccine allocations for north, central, and southern provider regions, ranging between 750-800 offices

• Participates in meetings with vaccine manufacturers and insurance plans, either as a representative for the ISDH Immunization Division, or as a complement to the Deputy Vaccine Access and Management Director

• Prepares various reports to CDC and program staff related to vaccine issues such as inventory, vaccine shortages, backorders, warehouse, delivery, healthcare providers, and other related issues

• Attends routine program meetings to report on issues associated with immunization provider vaccine orders, vaccine supply, and vaccine delivery

Vaccine Finance and Budget (20%)

• Assists the Deputy Vaccine Access and Management Director with vaccine budget preparations

• Collects data for and submits the Population Estimates Survey (PES), Cost Affordability Tool (CAT), annual Vaccine Spend Plan, monthly Vaccine Spend Plan reports, and Vaccine Purchase Estimator Tool (VPET), with the assistance of the Deputy Vaccine Access and Management Director, as needed

• Reviews and updates Vaccine Spend Plan reports and the VPET with the assistance of the Deputy Vaccine Access and Management Director, as needed

Policy and Procedure Development, Implementation, and Maintenance Support (15%)

• Maintains knowledge of current requirements related to vaccine ordering and management

• Serves as the subject matter expert regarding various vaccine funding sources and their associated policy and eligibility requirements

• Assists in the formulation of policy and procedures for VFC providers concerning vaccine ordering and distribution as well as patient eligibility

• Supports all internal standard operating procedure (SOP) and policy development and maintenance related to vaccine ordering

• Provides guidance and thought leadership to internal teams regarding content development for online learning management system (LMS) training modules, provider training materials, and process improvement interventions

Service Delivery and Professional Development (5%)

• Participates in continuing education and training opportunities related to agency policy, VFC policy and procedure, and CDC vaccine programs and funding mechanisms

• Participates in division events, meetings, projects, and initiatives

Other duties as assigned (5%)

• Supports vaccine-preventable disease outbreak response efforts, as requested

Skill Required / Desired Amount of Experience

Finance exp. managing and preparing large budgets. Required 2 Years

Experience with entering, tracking and reporting program finances to individual stakeholders.

Required 2 Years

Working exp. managing and controlling inventory, preferably in a vaccine ordering role. Required 2 Years

Prev. purchasing experience Highly desired

Health/Immunization Experience Highly desired

Prev. working exp. developing and implementing program policies and procedures. Highly desired

Prior experience in a service delivery role. Highly desired

Prev. exp. working in a Public Health Department or Agency. Desired

Job Type: Contract

Pay: $27.37 - $30.00 per hour

Expected hours: 37.5 per week

Schedule:

• Monday to Friday

Ability to Commute:

• Indianapolis, IN 46204 (Required)

Ability to Relocate:

• Indianapolis, IN 46204: Relocate before starting work (Required)

Work Location: Hybrid remote in Indianapolis, IN 46204

Salary : $27 - $30