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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

Bureau Flu Clinic Coordinator Responsibilities

City Risk LogoOccupational Health & Infectious Disease

                           Risk Management, Portland, OR


  1. Coordinate calendar with stakeholders to schedule Flu Clinics

  2. Consider shifts when largest number of staff are available, when Admin Support is available.

  3. Schedule conference rooms for Clinic

    • Large enough to accommodate expected staff

    • Convenient movement of supplies, tables and chairs, traffic flow so staff don’t wait outside

    • Room available ½ hour before and after Clinic for set-up and breakdown.

  4. Arrange for Administrative Support person(s) for Front Desk Duties during Clinic (see position description) Insure they attend, as well as ½ hour before and ½ hour after Clinic

  5. Report your plans ASAP to Carolyn Williams, as it will be first come, first served on available dates.

  6. Publicize Flu Clinic date(s) among your Bureau Staff (signs, emails, announcements at staff meetings)

  7. If your Bureau opts out of the Flu program this year, identify a Point of Contact who will answer your staff’s questions.

  8. If in City Hall, The Portland Building or the 1900 Building, collaborate with the other Coordinators in your building on dates and rooms so that there will be two Clinics in each location.

  9. Consider if you wish to make the Flu Clinic a practice run for your POD (Point of Distribution) Plan. Discuss with Carolyn Williams.

  10. Provide feedback to the Occupational Health/Infectious Disease Program Manager on the logistics of your Clinics and improvements for the following year.