Key Responsibilities and Required Skills for a Vaccine Manager

🎯 Role Definition

As a Vaccine Manager, you are the cornerstone of our public health commitment, orchestrating the safe, efficient, and compliant delivery of immunizations. You will serve as the subject matter expert and operational leader for our entire vaccine program, from procurement and inventory control to staff training and regulatory adherence. This pivotal role involves managing critical relationships with health authorities like the CDC and state departments, analyzing program data to drive improvements, and ensuring our clinical teams are equipped and educated on the latest immunization standards. If you are a strategic thinker with a passion for preventative health and operational excellence, this position offers a unique opportunity to make a tangible impact on community well-being.

📈 Career Progression

Typical Career Path

Entry Point From:

Public Health Nurse / Registered Nurse (RN) with program coordination experience
Clinical Coordinator or Clinic Manager
Healthcare Program Specialist

Advancement To:

Director of Public Health Programs or Clinical Services
Regional Healthcare Operations Manager
Senior Manager, Population Health

Lateral Moves:

Health Policy Advisor
Clinical Research Manager
Quality Improvement Manager

Core Responsibilities

Primary Functions

Direct and manage the complete vaccine inventory lifecycle, including forecasting demand, placing orders via VTrckS or similar systems, and conducting regular stock reconciliations to prevent waste and shortages.
Serve as the primary subject matter expert for all CDC, state, and local public health regulations, ensuring the program maintains 100% compliance with VFC (Vaccines for Children) and other federal/state requirements.
Implement and manage a robust quality assurance program, including conducting regular temperature monitoring log audits, site visits, and self-inspections to guarantee vaccine integrity and patient safety.
Develop, implement, and periodically review clinical and administrative policies, procedures, and workflows related to vaccine management and immunization practices to optimize efficiency and safety.
Design and deliver comprehensive training programs for clinical and administrative staff on proper vaccine storage, handling, administration techniques, and documentation standards.
Cultivate and maintain strong, collaborative relationships with key stakeholders, including clinical staff, state health departments, CDC representatives, and community partners.
Analyze immunization data from EMR and Immunization Information Systems (IIS) to monitor vaccination rates, identify coverage gaps, and prepare detailed programmatic reports for leadership and regulatory bodies.
Lead preparation and coordination for all internal and external audits and site visits from regulatory bodies like the state Department of Health or the CDC.
Create, maintain, and test emergency response plans for vaccine management, addressing potential scenarios such as power outages, equipment failure, or natural disasters to protect inventory.
Provide direct supervision, mentorship, and performance evaluation for immunization program staff, including nurses, medical assistants, and administrative coordinators.
Plan, coordinate, and execute on-site and off-site vaccination clinics, managing all logistical aspects from staffing and supply chain to patient flow and data entry.
Continuously evaluate and improve clinical and administrative workflows to enhance program efficiency, reduce administrative burden, and improve the overall patient experience.
Develop and manage the immunization program's budget, including monitoring expenditures, forecasting financial needs, and ensuring fiscally responsible use of funds.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to inform public health strategy and outreach efforts.
Contribute to the organization's broader public health and data strategy and roadmap.
Collaborate with business units and clinical departments to translate data and operational needs into engineering or IT requirements.
Participate in sprint planning and agile ceremonies within cross-functional project teams.
Stay current on ACIP recommendations, new vaccine developments, and evolving best practices in immunization science through continuous education and professional development.
Serve as an escalation point for complex patient and provider inquiries regarding vaccine schedules, eligibility, and safety protocols.
Oversee the process for vaccine returns and transfers, ensuring proper documentation and compliance with manufacturer and public health guidelines to minimize financial loss.
Liaise with the IT department to ensure the proper functioning and integration of EMR and IIS systems, troubleshooting data transmission errors and advocating for system enhancements.

Required Skills & Competencies

Hard Skills (Technical)

Vaccine Program Expertise: Deep knowledge of CDC, ACIP, and VFC (Vaccines for Children) program requirements, policies, and procedures.
Inventory & Cold Chain Management: Proven ability to manage vaccine ordering, storage, and handling logistics, ensuring the integrity of the cold chain.
Regulatory Systems: Proficiency with vaccine procurement and management systems such as the CDC's VTrckS.
Data Systems: Hands-on experience with state-level Immunization Information Systems (IIS) and Electronic Health Record (EHR) systems.
Data Analysis & Reporting: Strong ability to analyze program data, identify trends, and generate reports using tools like Microsoft Excel, Tableau, or other BI software.
Project Management: Skills in planning, executing, and monitoring projects, such as vaccination campaigns or quality improvement initiatives.
Clinical Knowledge: Solid understanding of clinical workflows, vaccine administration principles, and patient safety protocols.

Soft Skills

Leadership & Supervision: Ability to lead, mentor, and motivate a diverse team of clinical and administrative professionals.
Communication & Interpersonal Skills: Excellent verbal and written communication skills for engaging with everyone from front-line staff to executive leaders and government officials.
Problem-Solving: Strong analytical and critical-thinking skills to troubleshoot operational issues and navigate complex regulatory landscapes.
Attention to Detail: Meticulous and highly organized approach to managing inventory, data, and compliance documentation.
Adaptability: Ability to thrive in a dynamic, fast-paced environment and respond effectively to changing public health priorities.
Stakeholder Management: Adept at building and maintaining positive, productive relationships with a wide range of internal and external partners.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s Degree in a relevant field. An active Registered Nurse (RN) license may be considered in lieu of a degree with extensive relevant experience.

Preferred Education:

Master’s Degree in Public Health (MPH), Healthcare Administration (MHA), Nursing (MSN), or Business Administration (MBA).

Relevant Fields of Study:

Public Health
Nursing
Healthcare Administration
Business Administration
Life Sciences

Experience Requirements

Typical Experience Range:

5-7 years of progressive experience in a healthcare, clinical, or public health setting, with at least 3 years in a role involving program coordination, operations management, or vaccine/pharmaceutical management.

Preferred:

Direct experience managing a Vaccines for Children (VFC) program.
Prior experience as a clinic manager, lead nurse, or program coordinator in an immunization-focused environment.
Demonstrated success in leading teams through regulatory audits and site visits.