This position coordinates and performs a wide range of administrative and operations support activities, including but not limited to functions that support internal and external customer service, document management, vaccine transport, and data entry.
External Customer Support(40%)
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Responds to and triages immunization provider calls to the program's main phone number, including providing basic problem-solving services such as vaccine order tracking updates via CHIRP (Children and Hoosier Immunization Registry Program)
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Escalates calls to other staff as needed depending on complexity and customer needs
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Monitors and triages shared email inboxes
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Creates and implements staff/issue category tracking system
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Follows-up and manages timely issue resolution/responses, as needed
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Responds to routine public inquiries with pre-approved messaging
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Coordinates public immunization record requests and facilitates consumer access to MyVaxIndiana
Document Management (35%)
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Organizes and maintains document libraries on agency server related to VAM functions
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Ensures program documents are current and accessible to all staff
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Archives relevant, necessary documents per retention schedule
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Coordinates content updates based on master calendar (i.e. annual policy updates) and as updates become available (i.e. VIS Sheets[Vaccine Information Statements])
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Maintains current program operation guides
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Collects, organizes, and distributes faxed/emailed VFC provider accountability report documents to Regional Vaccine Ordering and Accountability Specialists based on assigned area
Data Entry (10%)
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Receives, processes, and enters all vaccine returns into VTrckS (CDC Vaccine Tracking System)
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Performs routine information updates within CDC databases(i.e. Provider Education and Reporting System [PEAR]) as requested)
Vaccine Transport (5%)
Service Delivery and Professional Development (5%)
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Participates in continuing education and training opportunities related to agency policy, VFC policy and procedure, customer service, and administrative/operation support best practices
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Participates in division events, meetings, projects, and initiatives
Other duties as assigned (5%)
| Skill | Required / Desired | Amount | of Experience |
| Prior customer service experience | Required | 2 | Years |
| Prior administrative support expreience. | Required | 2 | Years |
| Basic knowledge of computer procedures, familiarity with Microsoft Office products | Required | | |
| Ability to draft email correspondence using correct grammar, spelling, and punctuation | Required | | |
| Strong attention to detail with ability to maintain data entry accuracy and confidentiality | Required | | |
| Strong organizational skills | Required | | |
| Prior public health experience in a coordinator or administrative assistant role | Highly desired | 2 | Years |
| Immunization Knowledge | Highly desired | 1 | Years |
| Basic Understanding of VFC (Vaccines for Children) Program | Desired | 1 | Years |
| Basic Understanding of CHIRP (Children & Hoosier Immunization Registry Program). | Desired | 1 | Years |