Immunization Program Coordinator

2 weeks ago

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

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

This role encompasses the processing of registrations and renewals, alongside the development of educational and communication resources aimed at training both existing and new IIS users and partners. Additionally, this individual will be tasked with educating customer support personnel within the ImmTrac2 framework.

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


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

Key Responsibilities:

Maintains regular attendance in alignment 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 mandates for reporting and accessing IIS client and immunization data. Identifies and rectifies issues related to registrations and renewals, including data entry inaccuracies and other data quality concerns. Engages in outreach to organizations to confirm information submitted for registrations and renewals. Executes user management tasks as requested by organizational contacts. Collaborates with the IIS Interoperability team for the registration and renewal of IIS data exchange entities.

(25%) Coordinates and actively contributes to the creation of training materials and communication resources. Develops educational tools and guides for all stakeholders, partners, and end users of the IIS. Supports and maintains the initial design and subsequent updates to the IIS sections of the public DSHS website. Identifies user needs and crafts content to meet those needs. Distributes training resources through the Unit's learning management system, newsletters, agency website, and other communication platforms. Monitors IIS training content to ensure it remains current and accurate, updating materials and links as necessary.

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

(15%) Oversees the education of the customer service team to effectively respond to inquiries from healthcare providers, educational personnel, childcare providers, and other stakeholders. Coordinates the documentation of policies and standard operating procedures to guide operations. Provides specialized technical and public health expertise to manage IIS operations. Assists in reviewing and interpreting statutes, regulations, policies, technical guidance, confidentiality protocols, and implementation strategies for staff, management, and various governmental and public entities.
(5%) Additional responsibilities may include participating in or supporting the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation, which may necessitate alternate shift patterns or locations.

Required Knowledge, Skills, and Abilities:
The following knowledge, skills, and abilities are essential for success in this role:

- Understanding of public health program practices, principles, and techniques.
- Familiarity with immunization programs, registries, and relevant laws.
- Proficiency in customer service and user support activities.
- Competence in computer software and applications.
- Strong interpersonal and problem-solving skills.
- Ability to utilize relevant software applications (Windows, Word, Excel, PowerPoint, databases).
- Skill in developing promotional and educational materials.
- Capacity to present information effectively to diverse audiences.
- Proficient communication skills, both verbal and written.
- Ability to identify customer needs and devise effective solutions.
- Accuracy in data entry, analysis, and report preparation.
- Capability to develop and assess processes and procedures; interpret complex policies and communicate them clearly.
- Ability to exercise independent judgment and organize work assignments effectively.
- Skill in establishing productive working relationships with supervisors, colleagues, health professionals, and the public.
- Willingness to travel as necessary.

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