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Immunization Compliance Specialist

Columbia Health

Immunization Compliance Specialist

  • 533163
  • Morningside
  • Columbia Health
  • Full Time
  • Opening on: Jan 12 2023
  • Grade 11
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Temporary
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $61,500-$68,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Immunization Compliance Specialist ensures that Columbia adheres to New York State and University mandates regarding immunization status and reporting for all students on the Morningside campus.  The Compliance Specialist collaborates with Columbia Health clinical staff and university administrators to help students learn about, and comply with, public health mandates related to immunization; this includes exercising significant independent judgment when interpreting immunization records, especially those from outside the United States.  The position responds to all immunization related questions, needs, issues, and concerns of Columbia students, faculty, and staff.  This is a full-time, on-site front-facing position that provides support to walk-ins for the Immunization Compliance Office in addition to all other responsibilities.


  • Develop and manage collaborative relationships with appropriate New York State Department of Health (DOH) contacts, University offices and departments to achieve compliance with immunization requirements. (30%) 
    • Monitor DOH regulations and analyze impact of any changes on University compliance measures.
    • Work closely with deans, academic department representatives, and other key University officials to provide information on students’ immunization compliance including generating and distributing of individual reports.
    • Work closely with Columbia Health clinical staff in determining vaccine appropriateness and assist with related data entry into the electronic medical record.
    • Assist these other offices and departments in responding to students’ immunization inquiries and requests for assistance. 
    • Develop and sustain effective, cooperative and referral relationships with student affairs officers in the schools and with administrators in the academic departments regarding students’ compliance with state and University immunization requirements.
    • Assist academic department in immunization outreach messaging as needed.


  • Lead the implementation and monitor the process related to student compliance with state mandated immunization policies and University requirements, and provide regular reports on progress. (30%)
    • Assist students in understanding immunization requirements and submission deadlines and advise students on methods of achieving compliance.
    • Aid students in accurately completing required forms.
    • Follow-up with students who have submitted incomplete documentation and provide them with information on achieving compliance.
    • Maintain accurate documents and immunization records in preparation for data entry.  Use the Student Information System (SIS), the electronic health record, or other designated system(s) as necessary to record and update information regarding students’ immunization status.
    • Respond to, and collaborate with, University officials, including the Registrar, academic unit staff, and others as appropriate, regarding de-registration for non-compliant students.


  • Respond to students’, parents’, and University faculty/staff questions, concerns, and needs regarding immunization compliance.  (25%)
    • Respond promptly and in order of priority to students’ questions and requests regarding immunization compliance and requirements in accordance with established policies and procedures.
    • Help students understand the public health and University requirements related to immunity to measles, mumps, rubella, and meningitis.
    • Respond to students’ questions within the limits of the Health Insurance Portability and Accountability Act (HIPAA).
    • Assist students who require serological testing by completing the necessary forms required by the laboratory and contacting them with the results.
    • Develop flow charts based on agreed matters of policy, describing the pathways through which Columbia Health will receive, triage, and respond to or refer questions from students or others.


  • Oversee the Immunization Compliance Office information management and communication functions as directed. (15%)
    • Document all inquiries and requests for assistance submitted to the Columbia Health Immunization Compliance Office accurately and completely according to established policies and procedures.
    • Compile data from electronic and other source and prepare reports as directed. 
    • Develop and update flow chart for immunization record process and management.
    • Ensure University compliance with state requirements and DOH reporting deadlines are achieved.
    • Participate in the preparation of written student information materials as well as the development of immunization related information for electronic resources such as the Columbia Health website and the “Ask Us” e-mail response system.
    • Participate in the development and periodic updating of lists of frequently asked questions (FAQ) with which to guide and support the work of the administrative and temporary staff assigned to the Columbia Health Immunization Compliance Office.
    • Participate in planning and presentation of new-student orientation sessions.


  • Perform all other duties as assigned.

Minimum Qualifications

  • Bachelors degree or its equivalent required
  • Minimum two years’ related experience
  • Strong oral and written communication skills
  • Excellent problem solving skills
  • Outstanding interpersonal and customer services skills
  • Candidate must demonstrate ability to collaborate and work with different levels of staff
  • Skill in operating standard PC and PC software applications in addition to strong aptitude for learning specific mainframe computer queries and data entry

Preferred Qualifications

  • Masters Degree
  • Experience in a health care setting
  • Experience with immunization or other related compliance functions

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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