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Key Responsibilities and Required Skills for Vaccine Supply Chain Coordinator

💰 $ - $

HealthcareSupply ChainPublic Health

🎯 Role Definition

The Vaccine Supply Chain Coordinator is responsible for end-to-end management of vaccine logistics, ensuring safe, timely, and compliant storage and distribution of temperature‑sensitive vaccines across clinics, hospitals, mobile sites, and community partners. This role combines inventory control, cold chain management, supplier and carrier coordination, regulatory compliance, and operational reporting to support immunization programs and public health objectives. The ideal candidate uses data-driven forecasting and proactive temperature-monitoring practices to minimize waste, accelerate delivery, and maintain vaccine potency while working closely with immunization information systems and cross-functional teams.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator / Logistics Specialist (healthcare or cold chain)
  • Pharmacy Technician or Pharmacy Inventory Specialist with vaccine handling experience
  • Public Health Program Assistant or Immunization Program Support Specialist

Advancement To:

  • Vaccine Supply Chain Manager / Vaccine Distribution Manager
  • Cold Chain Operations Manager
  • Public Health Logistics Manager
  • Director of Vaccine Programs or Immunization Services

Lateral Moves:

  • Inventory Control Specialist (pharmaceuticals)
  • Cold Chain Specialist / Temperature Monitoring Specialist
  • Immunization Information Systems (IIS) Coordinator
  • Supplier/Carrier Relationship Manager

Core Responsibilities

Primary Functions

  • Develop, implement, and maintain vaccine inventory management processes that ensure accurate tracking of lot numbers, expiration dates, allocation, and first‑expiring‑first‑out (FEFO) rotation to minimize wastage and stockouts across multi‑site immunization operations.
  • Coordinate vaccine ordering, allocation, and distribution schedules with suppliers, carriers, clinics, and public health partners to meet daily/weekly demand while complying with manufacturer and program cold‑chain requirements.
  • Oversee cold chain integrity by managing temperature‑controlled storage and transport procedures, validating refrigeration and freezer equipment, reviewing temperature logs, and responding to excursions with corrective action and documentation.
  • Execute demand forecasting and replenishment planning using historical consumption, scheduled clinics, seasonality (e.g., influenza campaigns), and public health directives to optimize stock levels and reduce emergency orders.
  • Maintain accurate, auditable records of vaccine receipts, transfers, returns, wastage, and temperature excursion remediation in vaccine management systems and immunization information systems (IIS).
  • Lead onboarding and training for clinical staff and partner organizations on vaccine handling, storage procedures, temperature monitoring, emergency protocols, and documentation best practices.
  • Manage logistics for mass vaccination events, pop‑up clinics, mobile units, and outreach efforts, including staging, transport manifests, supply kits, cold boxes, and on‑site inventory reconciliation.
  • Coordinate with suppliers and third‑party logistics providers to secure cold‑chain validated packaging, temperature‑controlled transportation, and expedited shipping for time‑sensitive or limited‑supply vaccines.
  • Implement and monitor key performance indicators (KPIs) such as fill rate, on‑time delivery, cold chain compliance rate, inventory days on hand, and wastage percentage; prepare regular operational reports and executive summaries.
  • Serve as the primary liaison with public health authorities, program managers, and immunization stakeholders for allocation notices, recalls, lot tracing, and regulatory reporting requirements.
  • Conduct regular physical inventory audits, discrepancy investigations, and cycle counts to reconcile system records, correct variances, and update safety stock and reorder points.
  • Develop and maintain contingency and emergency response plans for product recalls, cold chain failures, supply shortages, natural disasters, and mass immunization surges to preserve vaccine integrity and continuity of service.
  • Oversee controlled substance and vaccine security protocols, including access controls, inventory segregation, transport security measures, and theft/loss reporting processes.
  • Participate in vendor selection and performance management activities, negotiating service level agreements (SLAs), auditing provider cold chain performance, and implementing corrective actions as needed.
  • Ensure compliance with all relevant federal, state, and local regulations and guidelines (e.g., CDC, WHO, national immunization program standards) as well as organizational policies for vaccine handling and distribution.
  • Manage returns, disposal, and credit processes for expired, compromised, or recalled vaccine stock according to manufacturer instructions and regulatory requirements.
  • Use data visualization and reporting tools to present inventory trends, risk assessments, and capacity planning to clinical leadership and program stakeholders to inform allocation and procurement decisions.
  • Coordinate cross‑functional handoffs with procurement, pharmacy, laboratory, and IT teams to integrate inventory systems, EDI workflows, and IIS data for seamless order-to-delivery operations.
  • Perform root cause analysis on recurring inventory or cold chain failures, recommend process improvements, and drive continuous improvement initiatives to increase efficiency and reduce waste.
  • Supervise and mentor junior logistics staff or temporary event teams, assigning tasks, reviewing work, and ensuring adherence to SOPs and safety standards.
  • Manage budget inputs for vaccine logistics operations, track expenditures related to shipping, packaging, equipment maintenance, and supplies, and identify cost savings opportunities without compromising quality.
  • Support quality assurance and internal/external audits by preparing documentation, participating in audits, and implementing corrective and preventive actions to address findings.

Secondary Functions

  • Maintain up‑to‑date SOPs, training materials, and protocol checklists for vaccine receipt, storage, transport, and handling; drive staff competency assessments.
  • Support implementation and configuration of vaccine inventory management software and immunization information systems; contribute to data integrity and integration efforts.
  • Assist with stakeholder communication during supply disruptions, providing status updates, troubleshooting alternatives, and coordinating reallocation of existing stock.
  • Participate in cross‑departmental project teams to pilot new cold chain technologies, packaging systems, or inventory forecasting tools.
  • Conduct occasional on‑site verification visits to partner clinics and satellite sites to assess storage conditions, provide coaching, and validate inventory reconciliation.
  • Contribute to public health outreach planning by estimating supply needs for community education events and coordinating logistics for promotional materials and ancillary supplies.
  • Document lessons learned from mass vaccination campaigns and incorporate feedback into SOP revisions and training curricula.
  • Support procurement teams by validating supplier qualifications related to cold chain capability and compliance documentation.
  • Lead or participate in after‑action reviews following major distribution events or cold chain incidents and prepare improvement plans.
  • Provide ad hoc operational support during surge periods, including overtime coordination, temporary staffing plans, and rapid reallocation of stock.

Required Skills & Competencies

Hard Skills (Technical)

  • Vaccine cold chain management: temperature monitoring, excursion remediation, cold chain validation, and cold box/cooler use.
  • Inventory management and forecasting: demand planning, reorder point setting, FEFO rotation, cycle counting, and shrinkage control.
  • Experience with vaccine management systems and Immunization Information Systems (IIS); familiarity with platforms such as VTrckS or national equivalents is a plus.
  • Logistics and transportation coordination: carrier management, route planning, temperature‑controlled shipping, and manifest creation.
  • Regulatory and compliance knowledge: CDC/WHO immunization guidelines, vaccine recall procedures, reporting requirements, and documentation standards.
  • Data analysis and reporting: Excel advanced functions, pivot tables, SQL or reporting tools (Tableau, Power BI) to produce KPIs and trend analyses.
  • Cold chain equipment management: basic HVAC/refrigeration troubleshooting, equipment maintenance scheduling, and validation documentation.
  • Quality management systems and SOP development: audit preparation, CAPA processes, and policy implementation.
  • Electronic data interchange (EDI) and order management: purchase orders, confirmations, and inventory integrations with procurement systems.
  • Risk management and contingency planning: emergency response planning for temperature excursions, supply shortages, and mass immunization surges.
  • Basic pharmacy or pharmaceutical handling knowledge, including lot control, expiration dating, and controlled storage requirements.

Soft Skills

  • Strong communication skills for clear coordination with clinical teams, vendors, public health authorities, and leadership.
  • Excellent organizational ability and attention to detail to manage multi‑site inventories and time‑sensitive shipments.
  • Problem solving and analytical mindset to investigate discrepancies and implement corrective actions.
  • Ability to prioritize under pressure during surge events and competing operational demands.
  • Team leadership and training capability to onboard and mentor staff and field partners.
  • Collaborative stakeholder management and diplomacy when negotiating allocations and resolving conflicts.
  • Adaptability and resilience to respond to changing public health guidance and unexpected supply disruptions.
  • Customer service orientation toward clinics, providers, and community partners to ensure reliable vaccine access.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree in Supply Chain Management, Logistics, Public Health, Pharmacy Technician program, Biological Sciences, or related field; or equivalent relevant experience.

Preferred Education:

  • Bachelor’s degree in Supply Chain Management, Public Health, Healthcare Administration, Pharmacy, or a related discipline.
  • Certifications such as Certified Supply Chain Professional (CSCP), Certified in Production and Inventory Management (CPIM), or vaccine‑specific training/certifications.

Relevant Fields of Study:

  • Supply Chain Management / Logistics
  • Public Health / Epidemiology
  • Pharmacy / Pharmaceutical Sciences
  • Healthcare Administration
  • Data Analytics / Information Systems

Experience Requirements

Typical Experience Range: 2–5+ years in healthcare logistics, vaccine program operations, pharmacy inventory management, or cold chain coordination.

Preferred:

  • 3+ years managing vaccine or temperature‑sensitive pharmaceutical products.
  • Experience working with immunization programs, public health agencies, or mass vaccination campaigns.
  • Demonstrated use of inventory management systems, IIS, and data reporting tools; prior experience in multi‑site coordination and vendor/carrier relationships.
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