Vaccine Ordering Specialist I

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.

As part of the PDPH DDC, the Philadelphia Immunization Program 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.

In line with this mission, the Philadelphia Immunization program runs 3 federal vaccine programs: the Vaccines for Children (VFC) Program, the Vaccines for Adults at Risk (VFAAR) program and the COVID-19 Vaccine Provider Program. The Philadelphia Immunization programs works to ensure that providers can access federal vaccines, quality patient educational materials, and training for proper vaccine administration and storage and handling.

The Philadelphia Immunization Program’s Vaccine Ordering Specialist I ensures provider compliance with vaccine ordering and vaccine inventory management. The Ordering Specialist I needs to understand requirements of the ordering process, while also providing high levels of customer service to area providers. The Vaccine Ordering Specialist I will work with over 400 sites that are enrolled in our VFC, VFAAR and COVID-19 vaccine distribution programs. The Vaccine Ordering Specialist I will work closely with other Immunization Program team members to enforce program policies regarding storage and handling, inventory management and vaccine ordering. The Vaccine Ordering Specialist I will ensure that best practice standards are utilized by provider sites and will maintain a working knowledge of CDC and PDPH Immunization Program practice standards for general storage and handling, inventory management and vaccine ordering. Additional program information can be found at


  • Responsibilities/Duties
  • Review site orders to ensure that orders are compliant with Immunization Program polices and requirements including accounting for doses used, reporting wastage, temperature data and amount ordered.
  • Approve compliant vaccines orders.
  • Guide practices with compliance issues through the ordering process.
  • Work closely with immunization staff to address inventory, ordering and temperature data quality issues.
  • Communicate with providers regarding the status of their vaccine orders, returns and other vaccine related transactions.
  • Participate in immunization education activities as needed, including trainings for Medical Assistants, Office Managers, Physicians, Nurses, and internal staff.
  • Assist in the development of education materials for the public and providers, internal process documents and PhilaVax IIS vaccine transaction related updates.
  • Participate in community immunization activities as needed.
  • Troubleshoot issues related to vaccine delivery with the Immunization Program vaccine distributor, McKesson, Merck, vaccine shippers and others to ensure that vaccines viable upon receipt and non-viable vaccine are accounted for and replaced.
  • Drive vaccines to providers as needed to ensure that providers have the appropriate vaccines on hand or to protect the viability of vaccine at a provider site.
  • Must be willing to help in a public health emergency.
  • Other duties as necessary.

Graduation from an accredited four-year college or university and at least one year experience working at a health department, in healthcare administration, or in customer service or High school diploma or GED with 3 to 5 years of experience working at a health department, in healthcare administration, or in customer or an equivalent combination of education and experience.

Ability to use a computer effectively to input, retrieve, and organize data/paperwork. Ability to write reports and correspondence effectively. Ability to effectively communicate with providers of all backgrounds (nurses, medical assistants, doctors, etc). In addition:

  • Demonstrated proficiency in MS Office applications and the Internet
  • Experience delivering excellent customer service
  • Ability to enter data in various spreadsheets, databases, and web-based applications
  • Strong customer service background
  • High attention to detail
  • Ability to multi-task
  • Ensure assigned activities are conducted according to timeline
  • Train providers on vaccine storage and handling and vaccine ordering
  • Monitor and analyze provider order submissions
  • Must be organized and detail oriented
  • Must be eligible to work legally in the United States.

Work Environment:  Standard office setting with extended periods at work station and periodic use of office equipment.
Position Type and Work Schedule:  This is not remote work. This is a full time position, standard hours are Monday through Friday 8:30 am to 5:00 pm with occasional after-hours work required to support program activities.
Travel:  Local travel required. Valid driver’s license required.
Physical Demands:  Must be able to lift up to 50 pounds.
Proof of COVID-19 Vaccination Requirement:  Proof of COVID-19 Vaccination must be produced upon hire.
Salary and Benefits: $23.59-25.64  per hour  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.

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.