Medical Administrative Assistant
Vax Concierge
Summary
Vax Concierge is looking for a hardworking, highly organized, and dependable Medical Assistant (MA) or Licensed Practical Nurse (LPN) to support our Illinois Regional Operations team. This is primarily an administrative and operations support position, with hands-on vaccination clinics as needed.
Job description
About the Position
Vax Concierge is looking for a hardworking, highly organized, and dependable Medical Assistant (MA) or Licensed Practical Nurse (LPN) to support our Illinois Regional Operations team. This is primarily an administrative and operations support position, with hands-on vaccination clinics as needed.
Operations & Administrative Support
- Assist the Regional Operations team with daily scheduling, coordination, and operational needs.
- Communicate regularly with vaccinators regarding vaccine inventory, stock levels, upcoming clinic needs, and supplies.
- Track inventory needs and help ensure vaccinators have the vaccines and supplies required for upcoming clinics.
- 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 UPS, FedEx, or other shipping locations.
- Transport vaccines and supplies to vaccinators or nursing facilities when needed.
- Assist with tracking shipments, deliveries, and inventory movement.
- Help ensure vaccines and supplies arrive where they are needed, on time.
Clinical Support
- Administer vaccinations at skilled nursing and long-term care facilities as needed, within applicable scope-of-practice requirements.
- Provide clinic coverage when a scheduled vaccinator cancels or additional staffing is needed.
- Follow vaccination, infection control, documentation, and patient safety protocols.
- Represent Vax Concierge professionally while providing excellent service to residents and facility staff.
Who We're Looking For
- Hardworking and motivated
- Extremely organized
- An excellent communicator
- Proactive and dependable
- Flexible and adaptable
- Comfortable driving
- Customer-service focused
- Tech-savvy
Requirements
- Medical Assistant (MA) or Licensed Practical Nurse (LPN) with the qualifications and authorization necessary 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
- Preferred: Experience working in skilled nursing facilities, nursing homes, or long-term care settings
- Preferred: Previous vaccination or immunization clinic experience
- Preferred: Experience in healthcare administration, scheduling, inventory management, or medical office operations
Company overview
Vax Concierge is a US-based healthcare service company specializing in on-site vaccination management, with a particular focus on nursing homes, healthcare facilities, schools, and businesses. The company operates a concierge model in which licensed and certified medical professionals travel directly to client locations to administer vaccines on a flexible, client-driven schedule. Its services span the full vaccination workflow, including vaccine consultations, appointment scheduling, digital consent and paperwork, vaccine administration, and record-keeping through an EMR/EHR platform with automated reminders. Vax Concierge offers a range of vaccines such as influenza, COVID-19, pneumonia, shingles, and RSV, and provides customizable group vaccination programs tailored to organizational needs. The company emphasizes compliance, data security, and HIPAA adherence, having transitioned from paper-based processes to a streamlined digital platform. Headquartered in Lincolnwood, Illinois, Vax Concierge serves organizations across the United States seeking convenient, white-glove vaccination solutions.