• Flu Program Coordinator

    Job Locations US-ME-Brunswick
    Job ID
    Job Type
    Per Diem
    Business Office/Medical Records
    Hours per Week
  • Overview

    The role of the Flu Program Coordinator is to coordinate the activities, schedule staff and clinics, and provide administrative support to the Community Flu Clinics for CHANS. Flu Program Coordinator is an administrative support position that works under the direction of the Clinical Nurse Specialist. The Flu program coordinator will work variable hours during the year depending on flu clinic activities. Flu Coordinator is expected to perform all customer service responsibilities that may occur outside of the regular office hours. CHANS will provide a cell phone for the purposes of these responsibilities.


    Hours vary and may include some weekends and evenings. Generally works 16-20 hours per week during peak flu clinic months (November-January), and 8 hours per week during non-peak months (May- October).


    The responsibilities include, but are not limited to the following:


    Scheduling/ Staffing

    • Coordinates Scheduling of staff to cover clinics
    • Create Flu Clinic Schedule with input from Clinical Nurse Specialist
    • Maintain accurate and up to date flu Clinic schedule
    • Demonstrates positive community public relations through effective communication skills and patient advocacy. Respects and values socio-economic and cultural diversity.  
    • Demonstrates and articulates knowledge of CHANS services for presentation at flu clinics.
    • Tracking of up to date information on flu clinic staff (CPR and licensure information, completion of mandatory education requirements). Reports to Clinical Nurse Specialist pending or lapsed clinic staff information.
    • Submits all documentation required by State of Maine IMPACCT Program and CHANS.
    • Tracks required documentation and payments.
    • Reconciles vaccine documents and payment totals
    • Scan all consent forms in to Focura in an organized and timely manner
    • Collaborate with CHANS Health Information Management department
    • Submit all documentation and payments to CHANS Business Office in an organized and timely manner to ensure billing.

    Vaccine Management

    Responsible for all aspects of vaccine management including:

    • Orders vaccines
    • Obtains proper receipt and storage of vaccine shipments
    • Organizes vaccines in the proper storage units
    • Inspects the storage unit daily, read and document storage unit temperatures a minimum of twice each workday including minimum and maximum temperatures once per workday, preferably in the morning.
    • Downloads and reviews stored temperature monitoring data at least weekly and ensure information is submitted to the State.
    • Rotates stock so that vaccine closest to its expiration date will be used first
    • Promptly removes expired vaccine from the storage unit
    • Responds to possible temperature excursions
    • Maintains all appropriate storage and handling documentation
    • Maintains storage equipment and records, including Vaccines for Children (VFC) program documentation in participating facilities.
    • Compiles and manage electronic files
    • Submits required information timely to State Immunization Dept.
    • Keeps up to date regarding State IMMPACCT website.
    • Data Entry of vaccine administration to IMMPACT website within 5 days of vaccine administration
    • Attends yearly education from State Immpact Program
    • Manages inventory of supplies and vaccines
    • Stocks Flu room supplies

    Communication and Relationships


    • Collaborates with Schools / Flu Clinic community sites
    • Communicates in a manner that permits and resolves conflicts
    • Demonstrates effective communication skills and positive interpersonal relationships with community organizations/contacts, and other members of the health care team
    • Maintains patient/family confidentiality
    • Demonstrates professional behaviors, build strong partnerships and relationships with community organizations and facilities that CHANS serves
    • Attends agency and other meetings as appropriate to role
    • Communicates through organizational pathways
    • Supports departmental/agency policies and procedures


    High School or equivalent degree required; Bachelor's or undergraduate degree preferred

    Organizational and time management skills

    Microsoft Word and Excel experience

    Previous Community Health Experience preferred

    Previous experience project management experience preferred



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