Provincial Vaccine Depot Team Lead

Role Responsibilities

Reporting to the Site Coordinator, this position plays a vital role in protecting public health by supporting the safe and efficient distribution of Primary and Preventative Health Services purchased biological products. The role ensures provincially funded immunization programs across Alberta are supplied in compliance with cold chain management policies and Alberta’s Immunization Regulation.

The job responsibilities include:
Quality Assurance & Regulatory Compliance
•    Oversee all quality assurance activities at the PVD in alignment with DEL requirements.
•    Act as the subject-matter expert for vaccine storage, handling, and cold chain management.
•    Apply the National Vaccine Storage and Handling Guidelines for Immunization Providers (2015).
•    Make quality control decisions to ensure product potency from receipt to final distribution.
•    Lead cold chain investigations, including Cold Chain Break Reports and manufacturer consultations.

Inventory Management & Requisitioning
•    Use the Alberta Vaccine Inventory System to receive, ship, and track vaccine inventory.
•    Oversee ordering of biologics from manufacturers, ensuring optimal expiry dates and adequate supply.
•    Maintain confidentiality of vaccine contracts and adhere to approved shipping and invoicing processes.
•    Communicate shortages, short-dated products, or ordering issues to the PVD Site Coordinator and Provincial Coordinator, Biologics.
•    Run inventory and wastage reports as required.

Receiving & Storage of Biological Products
•    Ensure all biological shipments are accurate, intact, and documented upon receipt.
•    Place product on hold as required until authorized for release.
•    Ensure appropriate storage conditions and stock rotation (first expiry first out).
•    Notify staff of changes to packaging or short-dated products.
•    Maintain temperature records (minimum twice daily) and retain records for at least two years.
•    Conduct regular temperature mapping of storage areas.

Product Distribution & Shipping
•    Oversee routine and authorized vaccine orders to zone delivery sites.
•    Determine appropriate transportation methods based on destination.
•    Ensure vaccines are packed, shipped, and monitored to maintain required temperatures.
•    Track shipments and verify delivery conditions.
•    Perform quality assurance checks on outgoing shipments.
•    Record all distribution activity in inventory systems.

Role Responsibilities continued

Expired Product & Wastage Management
•    Record, report, and dispose of expired or wasted biological products appropriately.
•    Obtain authorization for returns when required.
•    Collect and manage expired products returned from zone delivery sites.
•    Provide wastage data and reports to Immunization Team leadership.

Team Leadership & Operations
•    Provide day-to-day leadership to PVD staff and technicians.
•    Complete daily operational checks of work areas and staff practices.
•    Support the Site Coordinator during urgent operational needs.
•    Perform duties of a Technician 3 during short staffing or operational demands.
•    Lead monthly activities such as product issue reviews, space utilization assessments, and on-call process updates.

Equipment, Documentation & Reporting
•    Identify equipment and supply needs and coordinate repairs.
•    Maintain documentation for equipment maintenance, repairs, and quality assurance.
•    Prepare reports related to unusual events, audits, or operational issues.
•    Collaborate with staff on innovative solutions for storage, packing, and shipping efficiencies.

Communication & Collaboration
•    Maintain regular communication with the PVD Site Coordinator and Provincial Coordinator, Biologics.
•    Liaise with manufacturers regarding product, packaging, or shipment issues.
•    Participate in daily, weekly, and monthly meetings with PVD staff and the Immunization Team.
•    Support shared inbox communications related to vaccine operations.

Scheduling & Workforce Planning
•    Create and manage daily staffing and on-call schedules when required.
•    Review and approve staff requests to ensure operational continuity.
•    Support human resource planning and coverage requirements.

Policy Development & Training
•    Assist in developing provincial policies related to vaccine storage, handling, and distribution.
•    Lead the development and maintenance of PVD standard operating procedures.
•    Deliver education sessions to Vaccine Coordinators across Alberta.

Pandemic Influenza & Emergency Response
•    Supervise receipt, storage, and distribution of antiviral medications and pandemic supplies.
•    Monitor storage temperatures and respond to alarms.
•    Track inventory details including lot numbers and expiry dates.
•    Communicate incidents and operational issues as required.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf

Develop Self and Others
•    Take ownership of your professional growth and actively support the development of those around you. 
•    Align personal development goals with career aspirations.
•    Leverage your strengths while embracing stretch opportunities.
•    Provide constructive feedback and engage in open discussions about team performance.
•    Value diversity and actively support the personal and professional growth of colleagues.

Agility
•    Comfortable working in a changing environment and take initiative to improve how work gets done. 
•    Identify and act on opportunities to enhance work processes.
•    Anticipate change and adjust your approach accordingly.
•    Remain calm, optimistic, and composed under pressure.
•    Seek advice and support to adapt effectively.
•    Work creatively within established guidelines.

Drive for Results
•    Take responsibility for outcomes and stay focused on delivering value. 
•    Use a variety of tools and resources to monitor and improve performance.
•    Take accountability, even for indirect outcomes.
•    Commit to decisions and actions that serve the best interests of Albertans, even when they may not be immediately popular.
•    Consistently achieve goals aligned with APS direction and priorities.

Qualifications

Minimum Recruitment Standards
Two-year technical diploma in science or a related field plus two years related experience; or equivalent as described below.

Equivalency: Directly related education or experience considered on the basis of: 
1 year of education for 1 year of experience; or 
1 year of experience for 1 year of education.

The following experience is required: 
•    Experience in a vaccine depot/warehouse/logistics environment.
•    Experience and knowledge in warehousing and materials management including computerized inventory management systems and quality assurance strategies.
•    Clear understanding of cold chain management, handling, distribution and inventory directives and guidelines that will be used in the day-to-day operation of the PVD.
•    Excellent ability and skills in the safe operation of materials handling equipment, e.g. pallet stackers, wrappers, strappers, etc.

The following experience is considered as assets:
•    Warehouse Occupation Intermediate or Technician Certificate.
•    Previous experience in a vaccine depot setting is beneficial.
•    Experience with supervising a team.
•    Working knowledge of pharmacy abbreviations, generic and trade medication names, aseptic technique and dispensary functions.

The following experience will be given preference:
•    Basic knowledge of government and departmental financial policies and procedures.
•    Excellent leadership and employee relation skills.
•    Strong computer skills including exceptional knowledge of Microsoft Office-Excel.
•    Strong verbal and written communication skills.
•    Excellent organization and problem-solving skills.
•    Must be accurate, reliable, precise, and self-motivated.
•    Must be able to function both independently and as part of a team.

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification.

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

Hours of work are 07:30 AM to 03:45 PM, Monday to Friday. This is a full-time permanent position working 36.25 hours per week.

This position participates in a 24 hours per day, seven days per week on call rotation shared among team members.

If a security screening is required:
•    Final candidates will be required to undergo a security screening.
•    Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in.

A cover letter outlining how your experience relates to the qualifications of this role is required.

In your resume, please include dates (including months and years) associated with all education and work experience. For example, January 2006 – June 2009 (part-time). This example is provided for illustrative purposes only. Applicants are encouraged to present their information clearly and thoroughly, using a format that best conveys their experience.

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service – https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits    
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca
•    Positive workplace culture and work-life balance
•    Leadership and mentorship programs