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Immunization Program Coordinator

2 months ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

This position operates with a high degree of autonomy under the guidance of the Continuous Quality Improvement (CQI) Team Manager, within the Immunization Information System (IIS) Unit.

The role involves overseeing Registration and Renewal processes, as well as contributing to the development of training and communication resources aimed at educating both current and prospective IIS users and partners. Additionally, this individual will be responsible for training ImmTrac2 customer support and help desk personnel.

The specialist may manage communications with all IIS end users and partner organizations, ensuring proper documentation and assignment of identifiers for individuals, provider sites, schools, vendors, or other entities involved in submitting or querying IIS data.


This role establishes clear expectations and exemplifies professional conduct. Operates with minimal oversight while exercising significant initiative and independent judgment.

Key Responsibilities:

Maintains regular attendance in accordance with agency policies and performs additional duties as required.


(40%) Facilitates the processing of Texas IIS Registrations and Renewals. Verifies the legitimacy of organizations registering and renewing to comply with legal standards for reporting and accessing IIS client and immunization data. Identifies and rectifies issues related to registrations and renewals, including data entry errors and other data quality concerns. Conducts outreach to organizations to confirm submitted registration and renewal information. Engages in user management activities as requested by organizational contacts. Collaborates with the IIS Interoperability team to manage data exchange organization registrations and renewals.

(25%) Leads the creation and implementation of training materials and communication resources. Develops educational tools and guides for all stakeholders and end users of the IIS. Supports and updates the IIS sections of the public DSHS website. Assesses user needs and generates content to meet those needs. Distributes training resources through the Unit's learning management system, newsletters, agency website, and other communication platforms. Monitors training content to ensure accuracy and relevance, updating materials as necessary.

(15%) Provides outreach and training initiatives. Delivers initial and ongoing training to immunization program health educators, IIS Helpdesk staff, and TVFC site visit personnel. Acts as a liaison to registered provider clinics, focusing on both private and public sectors. Serves as a bridge between IIS and other Immunization programs, including Vaccines for Children (VFC) and annual enrollment activities. Addresses inquiries from immunization partners and the general public. Oversees training on new registration and renewal functionalities, ensuring continuous user support and timely resolution of production issues.

(15%) Coordinates the education of the customer service team to effectively handle inquiries from healthcare providers, educational institutions, childcare providers, and other stakeholders. Oversees the documentation of policies and standard operating procedures to guide operational activities. Provides specialized technical and public health expertise to enhance IIS operations. Assists in reviewing and interpreting statutes, regulations, policies, technical guidance, confidentiality protocols, and implementation strategies for staff, management, and external entities.

(5%) Additional responsibilities may include participating in agency disaster response efforts or Continuity of Operations (COOP) activation, which may necessitate alternative shift patterns or locations.

Required Knowledge, Skills, and Abilities:
Essential knowledge of public health program practices, principles, and techniques.

Familiarity with immunization programs, registries, and relevant laws.

Understanding of customer service and user support activities.

Proficiency in computer software and applications.

Strong interpersonal and problem-solving skills.

Ability to create educational and promotional materials.

Skill in presenting information to diverse audiences.

Effective communication skills, both verbal and written.

Competence in data entry, analysis, and report preparation.

Capability to develop and assess processes and procedures, and communicate complex policies clearly.

Ability to exercise independent judgment and manage work assignments efficiently.

Capacity to build effective relationships with colleagues, health professionals, and the public.

Willingness to travel as required.