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Key Responsibilities and Required Skills for Vaccine Logistics Coordinator

💰 $48,000 - $78,000

Public HealthLogisticsHealthcare OperationsImmunization

🎯 Role Definition

As a Vaccine Logistics Coordinator you will be the operational lead managing end‑to‑end vaccine supply chain and cold‑chain integrity for clinics, pop‑up and mass vaccination sites, and partner providers. This role combines inventory management, temperature monitoring, data reporting, provider support, and regulatory compliance to ensure vaccines are stored, handled, transported, and administered safely and efficiently. The ideal candidate has hands‑on experience with vaccine management systems (IIS/VAMS), strong logistics planning skills, and proven ability to coordinate across public health teams, healthcare providers, and external vendors.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Vaccine Program Assistant / Immunization Clerk
  • Logistics Coordinator / Supply Chain Associate in healthcare
  • Public Health Intern or Nursing Assistant with immunization duties

Advancement To:

  • Senior Vaccine Logistics Coordinator
  • Immunization Program Manager / Vaccine Program Supervisor
  • Supply Chain Manager (Health Services) / Public Health Operations Manager

Lateral Moves:

  • Cold Chain Specialist
  • Clinic Operations Coordinator
  • Emergency Preparedness & Response Logistics Specialist

Core Responsibilities

Primary Functions

  • Maintain accurate, up‑to‑date vaccine inventory records across storage sites and partner providers using VAMS, IIS, or other vaccine inventory systems; reconcile physical counts with electronic records and investigate discrepancies to minimize wastage and stockouts.
  • Plan, coordinate, and execute inbound and outbound vaccine shipments, ensuring packaging meets cold‑chain specifications (dry ice, insulated containers, refrigerated trucks), selecting carriers, and confirming receipt at destination within acceptable temperature ranges.
  • Oversee cold‑chain operations including validating storage equipment performance, setting and auditing refrigerator/freezer temperatures, documenting continuous temperature logs, and leading corrective actions for out‑of‑range excursions following CDC and manufacturer guidance.
  • Create weekly and monthly vaccine demand forecasts based on historical administration data, upcoming clinic schedules, community outreach events, seasonality (e.g., flu), and special campaigns; adjust orders to avoid over‑stocking and expirations.
  • Coordinate vaccine ordering and allocation with state immunization programs, VFC program contacts, and internal procurement teams to ensure timely replenishment and compliance with funding and distribution restrictions.
  • Develop, maintain and deliver standardized vaccine handling SOPs, cold‑chain contingency plans, transport checklists, and emergency vaccine return protocols; keep documentation current for audits and inspections.
  • Schedule and manage logistics for fixed clinics, mobile units, and large‑scale vaccination events including site layout for storage and administration, staffing needs, supply kits, transportation routing, and set‑up/tear‑down plans.
  • Monitor vaccine lot numbers and expiration dates; implement first‑expire, first‑out (FEFO) controls, coordinate redistribution or return of near‑expiring stock, and document decision rationale for traceability.
  • Conduct regular site visits and virtual checks to affiliated provider offices and clinics to audit storage conditions, provide technical assistance on temperature monitoring devices (data loggers), and train staff on vaccine handling best practices.
  • Lead temperature excursion investigations: collect and analyze data logs, determine root cause, consult manufacturer stability guidance, coordinate with clinical leadership on vaccine disposition (use, quarantine, return), and complete required reporting.
  • Manage vaccine returns and disposal of non‑viable vaccines in accordance with hazardous waste and biohazard regulations; liaise with environmental services and third‑party waste vendors to document chain‑of‑custody.
  • Maintain accurate records for federal, state, and local reporting requirements; prepare and submit timely reports to IIS, VAMS, grantors, and regulatory agencies; support site readiness for external audits.
  • Serve as primary liaison with vaccine manufacturers, wholesalers, couriers, and contracted cold‑chain service providers to resolve delivery issues, schedule pickups, and validate temperature control practices.
  • Train and support clinical staff, volunteers, and partner organizations on vaccine handling, inventory management, electronic reporting, and adverse event reporting procedures; create job aids and quick‑reference materials to reduce handling errors.
  • Implement and maintain temperature monitoring systems (continuous data loggers, remote alarms, and smartphone‑enabled sensors); configure alert thresholds, manage escalation protocols, and verify alarm tests and maintenance.
  • Coordinate forecasting and procurement for ancillary supplies (syringes, diluents, PPE, sharps containers) and maintain reorder points to support uninterrupted clinic operations.
  • Analyze vaccine usage and wastage metrics, produce dashboards and performance reports for program leadership, and recommend process improvements to reduce spoilage and optimize distribution.
  • Support vaccine allocation decision‑making during constrained supply periods by compiling provider utilization data, prioritizing high‑risk populations, and communicating allocation rationale to stakeholders.
  • Maintain compliance with storage and handling guidance from CDC, ACIP recommendations, VFC program requirements, and state immunization program policies; update team SOPs when guidance changes.
  • Manage and document cold‑chain equipment inventory, coordinate preventive maintenance, warranty claims, and replacements for refrigerators, freezers, and portable coolers to ensure uninterrupted temperature control.
  • Coordinate adverse event reporting logistics by collecting vaccination records and lot numbers, ensuring timely submission of required information to clinical leads and public health reporting systems, and supporting follow‑up investigations.
  • Support IT and data teams to ensure integration between inventory systems, IIS, EMR, and reporting tools; validate data flows and participate in user acceptance testing for system upgrades.
  • Lead operational readiness exercises and after‑action reviews for mass vaccination events and emergency responses; capture lessons learned and revise logistics plans to improve future performance.
  • Supervise or provide day‑to‑day direction to vaccine logistics technicians and temporary staff during campaigns; assign tasks, monitor productivity, and ensure adherence to safety and handling protocols.

Secondary Functions

  • Provide ad‑hoc analytics and operational reporting to program managers, including inventory aging, cold‑chain excursion trends, and event logistics metrics.
  • Collaborate with community outreach teams to align vaccine supply with scheduled education and enrollment events, ensuring demand is met while minimizing waste.
  • Assist in grant and budget preparation by documenting vaccine program needs, justifying cold‑chain investments, and tracking expenditure related to logistics operations.
  • Support procurement and vendor evaluation processes by collecting performance metrics, managing service level expectations, and participating in contract discussions.
  • Participate in cross‑functional planning sessions for pandemic response or mass prophylaxis operations, contributing logistics expertise to vaccination strategy and resource allocation.
  • Maintain training curricula and perform periodic competency assessments for staff handling vaccines and temperature‑sensitive supplies.
  • Act as backup for clinic leads during high‑volume periods, supporting check‑in, documentation, and vaccine administration flow as needed.
  • Facilitate periodic audits and inspections; prepare corrective action plans and track remediation progress until closure.

Required Skills & Competencies

Hard Skills (Technical)

  • Vaccine inventory management using IIS, VAMS, or other electronic vaccine inventory systems (experience with VTrckS, ImmTrac, or state IIS preferred).
  • Cold‑chain management and temperature monitoring (data loggers, remote sensors, alarm systems) with experience investigating excursions and documenting outcomes.
  • Supply chain planning and forecasting (demand planning, FEFO inventory rotation, reorder point calculations).
  • Experience coordinating vaccine shipments and packaging for temperature‑sensitive products (dry ice handling, insulated shippers, validated carriers).
  • Familiarity with CDC vaccine storage & handling guidelines, VFC program requirements, and ACIP recommendations.
  • Proficient with Microsoft Excel (pivot tables, vlookups, basic macros), Google Sheets, and reporting/dashboard tools (Power BI, Tableau a plus).
  • Data entry and reporting to Immunization Information Systems and electronic medical records (EMR) for lot tracking and administration reporting.
  • Knowledge of hazardous waste and pharmaceutical disposal regulations and vendor coordination for biohazardous materials.
  • Basic fleet and vendor management skills for coordinating couriers, cold‑chain service providers, and logistics contractors.
  • Experience with SOP development, corrective action plans, and audit preparation for public health or clinical programs.
  • Familiarity with grant reporting and budget tracking related to immunization programs is desirable.

Soft Skills

  • Strong written and verbal communication skills for clear instructions, incident reporting, and interagency coordination.
  • Exceptional attention to detail to ensure accurate lot tracking, temperature documentation, and compliance with regulatory requirements.
  • Problem solving and critical thinking to rapidly assess temperature excursions, supply shortages, and operational disruptions.
  • Stakeholder management and diplomacy when coordinating across state health departments, providers, vendors, and community partners.
  • Time management and prioritization in fast‑paced vaccine clinics and mass vaccination events.
  • Training and coaching skills to upskill clinic staff and volunteers on vaccine handling best practices.
  • Adaptability and resilience in emergency or surge scenarios (pandemic response or localized outbreaks).
  • Team leadership and the ability to supervise or coordinate temporary and cross‑functional teams during campaigns.
  • Customer service orientation to support provider questions, troubleshoot delivery issues, and maintain high program satisfaction.
  • Process improvement mindset with an ability to design and implement SOPs that reduce wastage and improve throughput.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree in Public Health, Health Administration, Logistics, Nursing, or related field; or equivalent combination of education and relevant work experience.

Preferred Education:

  • Bachelor’s degree in Public Health, Supply Chain Management, Healthcare Administration, Nursing, Epidemiology, or a related discipline.
  • Relevant certifications (e.g., Certified Supply Chain Professional, CDC vaccine storage and handling certificate, Pharmacy Technician or nursing license where applicable).

Relevant Fields of Study:

  • Public Health
  • Supply Chain / Logistics
  • Healthcare Administration
  • Nursing
  • Epidemiology
  • Emergency Management

Experience Requirements

Typical Experience Range: 2–5 years of experience in vaccine logistics, public health immunization programs, healthcare supply chain, or clinical operations.

Preferred:

  • 3–5+ years coordinating vaccine inventory and cold‑chain logistics for clinics or public health programs, experience with IIS/VAMS, and previous exposure to mass vaccination or emergency response operations.
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