College Aide, Bureau of Immunization

About the role

The mission of the Bureau of Immunization (BOI) is to prevent the occurrence and transmission of vaccine-preventable diseases (VPDs) through comprehensive immunization programs.

BOI promotes immunization across the lifespan from infancy through adulthood, works to eliminate disparities in vaccination coverage through data evaluation and support of equitable vaccination services, and actively responds to VPD outbreaks to mitigate their spread and impact on communities.

The CIR is a central record-keeping system established by the New York City (NYC) Health Department to collect records of vaccine doses administered in NYC. The CIR consolidates the immunization information and shares it with authorized healthcare providers providing clinical care and vaccination services and agencies concerned with public health.

Individuals and guardians are able to access their own or their minor children’s immunization records from the CIR. Data in the CIR is used to monitor vaccination coverage across NYC and to direct public health vaccination programs.

The NYC Vaccines for Children (VFC) program distributes federally funded vaccines to healthcare providers, such as private practices, health centers and hospitals, to immunize children ages 0 through 18 years who are eligible for or enrolled in Medicaid, uninsured, American Indian/Alaska Native, or whose insurance does not cover the cost of a vaccine.

The College Aide will provide administrative and data support to the CIR program and the VFC program. Work includes assisting with immunization record requests, facility registrations, data entry, and routine correspondence, as well as supporting provider outreach and data quality projects. The position involves regular handling of confidential health information and requires attention to detail.

Duties Will Include but Not Be Limited to

• Support the CIR team in responding to record requests received by phone, fax and e-mail.
• Assist with facility CIR registrations.
• Support patient record review tasks.
• Provide administrative support for vaccination investigations, including compiling documents, tracking case information, and basic data entry.
• Assist with the VFC program vaccine ordering and distribution workflow through data entry, order tracking, and follow-up communications.
• Perform general administrative tasks for the VFC program, such as filing, correspondence, and preparing routine reports.
• Support VFC healthcare provider outreach by preparing outreach materials, scheduling calls or visits, and tracking follow-up.
• Assist with CIR and VFC program data quality projects

Preferred Skills

• Interest in public health, immunization, or health data.
• Strong attention to detail and organizational skills.
• Clear written and verbal communication.
• Comfort with Microsoft Office; willingness to learn CIR and related systems.
• Ability to handle sensitive and confidential health information with discretion.
• Reliability, follow-through, and the ability to work both independently and as part of a team.

Why you should work for us

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website
• Benefits: City employees are entitled to unmatched benefits such as:

• o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• o a public sector defined benefit pension plan with steady monthly payments in retirement.
• o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.

Qualifications & Requirements

For Assignment Level I

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.

For Assignment Level II (Information Technology)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.

For Assignment Level III (Information Technology Fellow)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.

Special Note

• Maximum tenure for all Assignment Levels in the title of College Aide is 6 years.
• No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session.
• Students may be employed full-time during their vacation periods.