Immunization Program Administrator

Equal Opportunity Employer

The mission of the Health Federation of Philadelphia is to promote health equity for marginalized communities by advancing access to high-quality, integrated, and comprehensive health and human services.  Health equity is at the heart of all our work. We believe in and are firmly committed to equal employment opportunity for employees and applicants. We do not discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, disability, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status.  This commitment applies to all aspects of the Health Federation of Philadelphia’s employment practices, including recruiting, hiring, training, and promotion.


The Philadelphia Department of Public Health (PDPH), Division of Disease Control (DDC), works to prevent, control, and report on diseases and conditions that are contagious and/or affect the public’s health. DDC helps prepare for public health emergencies and educate the community on how to stay safe and healthy.

The Philadelphia Department of Public Health (PDPH), through its Immunization Program in the Division of Disease Control, oversees the purchase and distribution of federally funded vaccines to local healthcare providers. As one of 64 U.S. Centers for Disease Control and Prevention (CDC) funded program areas, the Philadelphia Immunization Program is charged with the mission to prevent vaccine-preventable diseases and increase the immunization coverage levels among infants, children, adolescents, and adults in Philadelphia.



·Work closely with the Immunization Program Manager, Deputy Program Manager and other section leadership to document meetings, and actions, develop meeting minutes and maintain awareness of deliverables.

·Develop agendas, timelines, checklists and organize physical and digital folders and files, make copies, organize, and prepare for meetings.

·Participate in field response activities to support the Division’s field work related to the provision of vaccines or medical countermeasures to protect exposed individuals.

·Participate in outreach events and health fairs to disseminate information about immunization to the community.

·Work with the Immunization Program Manager to submit quarterly performance measures and annual strategic objectives.

·Work with our Public Health Advisor to submit invoices to contracting agencies. This includes cataloguing purchase requests and receipts. ·Assist with the development of SOPs as necessary.

·Develop a system to track invoices and assure timely payment, using appropriate index codes.

·Develop tracking system to order staff supplies and place orders on a regular cadence using the appropriate index code.

·Develop a tracking system for the Program’s office supplies to ensure that program team members have accessto the tools needed to engage with providers and the public.

·Prepare presentations using Microsoft PowerPoint or CANVA.

·Participate in any exercises and real public health emergencies at the discretion of the Division Director.

·Participate in project-related conference calls, meetings, and trainings as required.

·Assist in the coordination of office-wide mailings, folder, or giveaways. ·Other duties as assigned by Program leadership.

Evidence suggests those from marginalized groups often only apply to jobs if they meet all the qualifications. However, perfect candidates don’t exist! You are encouraged to apply if the above duties interest you, and the sum of your professional and academic experience balance to overcome the absence of some of the education or experience preferences highlighted below.


                        ·A bachelor’s degree in from an accredited college or university with an
                               interest in public health.


                           1 year work experience.

·Excellent organizational skills and attention to detail, including close attention to data and ability to drive accurate and timely completion of deliverables.

·Working knowledge of Microsoft Office applications, especially:

- Microsoft Excel, including using formulas, reporting, and mailing functions.

- Microsoft PowerPoint, creating slides for monthly immunization program meetings.

- Microsoft Word, to capture organized and shareable notes.

- Microsoft Outlook, to communicate effectively with audiences throughout PDPH, healthcare settings, and the public.

- Office 365 suite, in addition to Adobe Pro.

·Ability to interact effectively with people from various educational backgrounds and positions.

·Ability to maintain confidentiality and address sensitive information with tact.

·Flexibility and the ability to manage multiple tasks with proficiency while meeting deadlines and planning timelines to ensure outside documentation is provided on time.

·Equally comfortable working individually and within a team environment that emphasizes interdisciplinary collaboration in a dynamic urban health environment.

·Must learn to utilize to its full project management potential. ·Organize and utilize SharePoint for data sharing across program areas.

Work Environment:  This is not a remote role.

Position Type and Work Schedule:  This position is guaranteed for up to 12 months based on current grant funding, continuation is based on additional funding. It is full-time, 7.5 hours per day in the Division of Disease Control offices located at 1101 Market Street, Philadelphia PA 19107. Full benefits are provided with this position.

Travel:  The position requires responding to public health emergencies on short notice and some after-hours activities to achieve Program Objectives.

Physical Demands:  While performing the duties of this job, the employee is regularly required to stand, sit, walk, talk, and hear. This job may require moderate physical effort including lifting materials and equipment of less than 50 pounds and involves viewing a CRT or VDT screen 50 to 75 percent of the time.

Proof of COVID-19 Vaccination Requirement:  Proof of COVID-19 Vaccination must be produced upon hire. 

Salary and Benefits:  $50,000-55,000.  Salary is commensurate with experience and qualifications. Our employees are our most valuable resource, so we offer a competitive and comprehensive benefits package, which can include:  

  • Medical with vision benefits
  • Dental insurance
  • Flexible spending accounts
  • Life, AD&D and long-term care insurance
  • Short- and long-term disability insurance
  • 403(b) Retirement Plan, with a company contribution
  • Paid time off including vacation, sick, personal and holiday
  • Employee Assistance Program

Eligibility and participation is handled consistent with the plan documents and HFP policy. 

At the Philadelphia Department of Public Health, we value health justice and equity. Our work is guided by a commitment to all people’s health and humanity, and we recognize the impact that health disparities have on our City’s diverse population.

We are dedicated to building a staff that reflects the diversity of Philadelphia. We are an EEO employer and we are committed to providing a diverse, inclusive, safe workplace free from discrimination, sexual harassment, intimidation, or retaliation. Applicants who are originally from and live in the Philadelphia area are strongly encouraged to apply.

 Interested applicants should submit an electronic cover letter that expresses the individual’s interest and experience along with a resume


The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.