Immunizations Operations Support

Short Description:

Responsible for the daily operations of the Immunization Division and supporting the VAMS team. Ensures the protection and confidentiality of protected health information in compliance with the Health Insurance Portability and Accountability Act.

Complete 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 Operations Support Specialist position is on the Vaccine Ordering and Accountability team (VOA) team within the Vaccine Access and Management (VAM) section and is located in central office. 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) and Adult Vaccine programs. 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 coordinates and performs a wide range of administrative and operations support activities, including but not limited to functions that support internal and external customer service, document management, vaccine transport, and data entry.

• External Customer Support (40%):
• Responds to and triages immunization provider calls to the program’s main phone number, including providing basic problem-solving services such as vaccine order tracking updates via CHIRP (Children and Hoosier Immunization Registry Program).
• Escalates calls to other staff as needed depending on complexity and customer needs.
• Monitors and triages shared email inboxes.
• Creates and implements staff/issue category tracking system. Follows-up and manages timely issue resolution/responses, as needed.
• Responds to routine public inquiries with pre-approved messaging.
• Coordinates public immunization record requests and facilitates consumer access to MyVaxIndiana.
• Document Management (35%):
• Organizes and maintains document libraries on agency server related to VAM functions.
• Ensures program documents are current and accessible to all staff.
• Archives relevant, necessary documents per retention schedule.
• Coordinates content updates based on master calendar (i.e. annual policy updates) and as updates become available (i.e. VIS Sheets [Vaccine Information Statements]).
• Maintains current program operation guides.
• Collects, organizes, and distributes faxed/emailed VFC provider accountability report documents to Regional Vaccine Ordering and Accountability Specialists based on assigned area.
• Data Entry (10%):
• Receives, processes, and enters all vaccine returns into VTrckS (CDC Vaccine Tracking System).
• Performs routine information updates within CDC databases (i.e. Provider Education and Reporting System [PEAR]) as requested.
• Vaccine Transport (5%):
• Prepares and/or transports refrigerated and/or frozen vaccine supplies, as needed.
• Service Delivery and Professional Development (5%):
• Participates in continuing education and training opportunities related to agency policy, VFC policy and procedure, customer service, and administrative/operation support best practices.
• Participates in division events, meetings, projects, and initiatives.
• Other duties as assigned (5%):
• Supports vaccine-preventable disease outbreak response efforts, as requested.
  
  

Skills:

• Prior customer service experience: Required, 2 Years
• Prior administrative support experience: Required, 2 Years
• Basic knowledge of computer procedures, familiarity with Microsoft Office products: Required
• Ability to draft email correspondence using correct grammar, spelling, and punctuation: Required
• Strong attention to detail with ability to maintain data entry accuracy and confidentiality: Required
• Strong organizational skills: Required
• Prior public health experience in a coordinator or administrative assistant role: Highly desired, 2 Years
• Immunization Knowledge: Highly desired, 1 Year
• Basic Understanding of VFC (Vaccines for Children) Program: Desired, 1 Year
• Basic Understanding of CHIRP (Children & Hoosier Immunization Registry Program): Desired, 1 Year
  
  

Questions:

• What software systems do you typically use on a daily basis? Are you open and willing to learn more software programs?
• Position is on-site Monday thru Friday, 8am-4pm. Does candidate accept this requirement?
• Minimal travel for quarterly staff meetings or special conferences will be required. Does candidate accept this requirement?
  
  

Agency Interview Type:

Phone and in-person

Work Arrangement:

Onsite