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Vaccine Accountability Specialist

Date Posted:  May 6, 2022
Requisition ID:  344761

Gary, IN, US, 46401

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.


Next level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.


About the Indiana State Department of Health (IDOH):
The Indiana State Department of Health’s mission is to promote and provide essential public health services for a healthier and safer state.


The salary for this position traditionally starts at $37,778.00 per year but may be commensurate with education and/or experience.


About the Job:

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 Regional Vaccine Ordering and Accountability Specialist position is on the Vaccine Ordering and Accountability (VOA) team within the Vaccine Access and Management (VAM) section and performs associated duties at an offsite location.  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 vaccine ordering and accountability lead for an assigned region ranging between 250-300 enrolled immunization provider offices within the state of Indiana. The incumbent will review and process vaccine orders and vaccine accountability reports. The incumbent will provide technical assistance and just-in-time training to enrolled providers regarding vaccine orders and vaccine accountability (inventory reconciliation and order creation/submission/receipt) via phone, email, and virtual meeting spaces.

This position is responsible for enrolled VFC providers located in the north region, comprised of the following counties: This position will conduct activities within the following counties: Lake, Porter, La Porte, St. Joseph, Elkhart, La Grange, Steuben, Newton, Jasper, Starke, Marshall, Kosciusko, Noble, De Kalb, Allen, Whitley, Huntington, Wabash, Miami, Fulton, Pulaski, Benton, White, Cass, Tippecanoe.


A Day in the Life:

The essential functions of this role are as follows: 

Vaccine Accountability Report Review and Analysis (35%)

  • Utilizes CHIRP (Children and Hoosier Immunization Registry Program [CHIRP] Immunization Information System [IIS])  to conduct vaccine accountability report reviews per Vaccine Access and Management standard operating procedures (SOPs)
  • Manages accountability reporting documents for each provider and collaborates with the Operations Support Specialist to obtain missing documents
  • Reviews and processes all associated reporting documents, including 
  • Vaccine Inventory Reconciliation
  • Doses Administered 
  • Borrowing Documentation
  • Vaccine Transfer Documentation
  • Temperature monitoring reports (temperature logs and digital data logger reports)
  • Escalates chronic underperformers to the Vaccine Accountability and Ordering Coordinator

Vaccine Order Review and Approval (30%)

  • Utilizes CHIRP VOMS (Vaccine Ordering Management System) to review and process all routine and influenza vaccine orders per Vaccine Access and Management SOPs
  • Applies supplemental guidance from the Vaccine Finance Specialist to ensure vaccine orders are in accordance with CDC guidelines and requirements and state allocations

Technical assistance (20%)

  • Provides in-depth troubleshooting support via phone, email, and virtual meeting spaces for enrolled providers to rectify vaccine accountability reports and vaccine order discrepancies 
  • Provides just-in-time training and technical assistance primarily via phone, email, and virtual meeting spaces to enrolled providers regarding vaccine accountability practices and issues 
  • Documents all technical assistance contacts in CDC PEAR (Provider Education and Activity Reporting)

Team Operations Support (5%)

  • Provides thought leadership regarding content development for online learning management system (LMS) training modules, provider training materials, policy development and revisions, and process improvement interventions
  • Provides feedback to the IIS Operations section regarding CHIRP performance issues

Service Delivery and Professional Development (5%)

  • Participates in continuing education and training opportunities related to agency policy, VFC policy and procedure, customer service, technical assistance
  • Participates in division events, meetings, projects, and initiatives 

Other duties as assigned (5%)

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

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. 

What You'll Need for Success:

This person must have the following requirements to be considered for employment:  

Required Qualifications

  • Valid Indiana Driver’s License
  • Access to reliable transportation
  • High School Diploma (or equivalent) and 4 years of related professional/volunteer experience; or, 2 year academic degree or certificate (Associate’s Degree) and 2 years of related professional/volunteer experience; or 4-year degree (Bachelor’s degree) and 1 year of related professional/volunteer experience
  • Documented experience providing tactful and quality customer service to professionals and members of the general public 
  • Demonstrated project/task management experience, including organizational and planning skills
  • Demonstrated experience adapting work schedule based on customer and program needs 
  • Demonstrated experience applying problem-solving skills to resolve issues ranging from routine to moderate complexity
  • Demonstrated experience analyzing documents in accordance to standard operating procedures 
  • Demonstrated experience performing technical assistance and just-in-time training functions over the phone or in a virtual setting (i.e. Skype for Business, GoToMeeting) 
  • Demonstrated experience managing and prioritizing multiple tasks and timelines in an environment with shifting expectations and priorities
  • Demonstrated experience learning specialized software and computer programs
  • Demonstrated basic proficiency utilizing Microsoft Office products- Outlook, Word, and Excel

Desired Qualifications

  • Bachelor’s degree in community health, public health, or closely-related field 
  • At least one (1) year immunization program-related experience involving vaccine ordering, management and/or accountability functions
  • Demonstrated experience working independently in a remote work/telework setting 
  • Demonstrated experience identifying and communicating opportunities for process improvements
  • Working knowledge of CHIRP
  • Working knowledge of vaccine accountability and management policies and procedures
  • Standard office equipment provided, such as computer/laptop, cell phone, photocopier


Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) as well as vision and dental plans.
  • Wellness program (offers premium discount for the medical plan and gift cards);
  • Health savings account, which includes bi-weekly state contribution; 
  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities;
  • Deferred compensation 457B account (similar to 401k plan) with employer match; 
  • Two (2) fully-funded pension plan options; 
  • A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
    • 150 hours of paid new parent leave; 
    • Up to 15 hours of paid community service leave;
  • Combined 180 hours of paid vacation, personal, and sick leave time off; 
  • 12 paid holidays, 14 on election years; 
  • Education Reimbursement Program;
  • Group life insurance; 
  • Referral Bonus program;
  • Employee assistance program that allows for covered behavioral health visits; 
  • Qualified employer for the Public Service Loan Forgiveness Program; 
  • Free Parking for most positions;
  • Free LinkedIn Learning access;


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.

Nearest Major Market: Gary
Nearest Secondary Market: Chicago