Medical Administrative Assistant

About the Role

Vax Concierge is seeking a Medical Assistant (MA) or Licensed Practical Nurse (LPN) to support the Illinois Regional Operations team. This role offers a blend of administrative and operations support with potential hands-on involvement in vaccination clinics.

Key Responsibilities

Operations & Administrative Support

• Assist the Regional Operations team with daily scheduling, coordination, and operational needs.
• Communicate with vaccinators regarding vaccine inventory, stock levels, upcoming clinic needs, and supplies.
• Track inventory needs and ensure vaccinators have required vaccines and supplies.
• Maintain accurate notes, records, and follow-up lists using computer-based systems.
• Help coordinate clinic preparation and resolve last-minute operational needs.
• Communicate professionally with nursing home staff, vaccinators, and internal team members.

Vaccine Shipping & Logistics

• Prepare, organize, and pack vaccine shipments according to established handling and cold-chain procedures.
• Drop off shipments at shipping locations (UPS, FedEx, etc.).
• Transport vaccines and supplies to vaccinators or nursing facilities.
• Assist with tracking shipments, deliveries, and inventory movement.
• Ensure vaccines and supplies arrive on time.

Clinical Support

• Administer vaccinations at skilled nursing and long-term care facilities as needed, within scope-of-practice.
• Provide clinic coverage in case of vaccinator cancellations or when additional staffing is required.
• Follow vaccination, infection control, documentation, and patient safety protocols.
• Represent Vax Concierge professionally while providing service to residents and facility staff.

Requirements & Tech Stack

• Medical Assistant (MA) or Licensed Practical Nurse (LPN) with authorization to administer vaccines.
• Strong organizational and communication skills.
• Strong computer proficiency and ability to learn new systems.
• Valid driver's license and reliable personal transportation.
• Willingness to drive locally for deliveries, operational support, and vaccination clinics.
• Ability to work independently and manage multiple responsibilities.
• Availability for full-time employment.
• Comfortable using computers, spreadsheets, email, scheduling systems, and digital records.

Preferred Qualifications

• Experience working in skilled nursing facilities, nursing homes, or long-term care settings.
• Previous vaccination or immunization clinic experience.
• Experience in healthcare administration, scheduling, inventory management, or medical office operations.