Overview

Reports to the site Manager/Director of Supply Chain Operations. Serves as a liaison between Supply Chain and end-users. Responsible for the acquisition, storage, and distribution of supplies. Responsible for Supply Chain Operations in emergency, medical-surgical areas OR procedural areas such as Perioperative, Outpatient Surgery, Cath Lab, CVOR, GI and Vascular areas. Ensures contract compliance for clinical supplies, enhances item file usage, and enforces/implements strategies for vendor management. Must be able to manage time effectively to provide effective oversight to areas of operations. Perform financial analysis and reporting of order history. Ensures supply processes and procedures are compliant with all aspects of Quality and Safety. Assists with product conversions and recalls. Must possess ability to provide direction to direct reports under scope of responsibility. Must be a strong change agent able to implement supply chain strategies within areas of responsibility. Strong background in inventory management and logistics required. In collaboration with Manager/Director of Supply Chain Operations, identifies and implements Supply Chain strategic initiatives. Oversees facilities par form and par level management, supply ordering and replenishment, and accurate shipping and receiving functions with the proper use of inventory management technologies. Assist with conducting annual and periodic inventories.

Responsibilities

Core Responsibilites and Essential Functions

• Inventory Management • Manages supply acquisition and distribution process for stock and nonstock purchased items including special items. • Accountable for creating and managing supply par-level maintenance. • Facilitates and submits special, nonstock, and stock item requests via the ACI (Add/Change/inactivate) process. • Assists in management and maintenance of par forms in Lawson and Mobile Supply Chain systems. • Accountable for accurate hand-held bar code scanning for supply management. • Holds team accountable for ensuring supply locations are organized, adequately stocked, and properly labeled. • Oversees product returns, product recalls, and product substitutions and ensures proper credit. • Manages shipping and receiving activities for facility including overseeing all inbound and outbound shipments. • Engages senior buyer and vendors to investigate delayed, lost, and/or shipments arriving devoid of proper documentation. • Resolves receipt discrepancies and coordinates resolutions with Buyer/Purchasing team. • Designs and constructs new supply storage rooms, as required. • Receives, handles, transports, and stores bone and tissue. Accountable for accurate records of bone & tissue tracking transport log. • Serves as a liaison between Supply Chain teams and end-users. • Holds team accountable for expiring/slow moving/obsolete stock item for pars. • Reports and records error picks, overages, and shortages to CSC and/or Purchasing. • Oversees order statuses/backorders, verifies, and replenishes all incoming supplies. • Ensures product expiration dates are managed and stock is routinely rotated during replenishment process. • Manages freight and shipping expenses for all nonstock and/or direct shipped orders. • Monitors and manages consignment and vendor managed inventory. • Ensures proper tracking of implants, bone, tissue and other high dollar supplies and medical devices. • Oversees bill only processes, ensuring correct items are accounted for by vendors, clinical coordinators, circulators, and coders/billers. • Ensures pricing compliance on bill-only requisitions.

• Operations Management • Manages staffing schedules to ensure adequate staffing for department/facility operations. • Manages direct reports against metrics related to goals/objectives, policies, and procedures to assure the department operates within the Supply Chain and system wide initiatives and goals. • Monitors, manages, and approves staffing time and attendance. • Manages flow of departmental activities to ensure customer needs are met. • Assist with interviewing, hiring, and developing new team members. • Ensures new team member on-boarding is completed in a timely manner. • Assist with coordinating orientation and training for all team members. • Maintains personnel files for evaluation and coaching/disciplinary purposes. • Performs semiannual and annual personnel evaluations. • Performs monthly department supply rounding. • Facilitates staffing coverage during employee absences to ensure all daily duties are completed. • Responsible for monthly on-call duties. • Accepts after-hour and/or weekend calls from team members and hospital end-users. • Trouble shoots after-hour and/or weekend supply issues. • Facilitates and authorizes after-hour and/or weekend emergency calls to the Wellstar CSC or other Wellstar facilities to obtain required supplies. • Coordinates internal/external courier services to transport supplies between facilities. • Ensures best practice supply chain processes for inventory, receiving, and supply replenishment in all areas of responsibility.

• Quality and Safety • Manages FDA recall processes for areas of responsibility, ensuring correct reporting and handling of product within established timelines and procedures. • Works with direct leader, CQVA, VA Process Improvement, clinical leadership, and/or clinical educators to ensure proper training on new or substituted products. • Ensures proper handling and removal of expired products. • Monitors performance and quality assurance standards for supply and distribution processes. • Ensures supply areas are maintained and clearly labeled for safety. • An active participant on Environment of Care, Emergency Preparedness, and Linen team committees. • Practices and ensures adherence to The Joint Commission Standards, OSHA, and system safety and quality policies via routine supply room inspections. • Assist with establishing and/or executing department COSS action planning and goals.

• Financial • Assists with coordination of product evaluations, standardization, and conversions. • Manages perpetual/periodic inventory and performs cycle-counts to ensure accurate receipts and/or issues of supplies. • Collects par level, order history and product usage data to perform analysis and make recommendations to department leaders for optimal par level management and supply cost reductions. • Assists year-end physical inventory counts satisfying internal audit requests. • Generates par utilization reports for department leaders. • Identifies, recommends and/or removes slow moving/obsolete items to capture savings. • Accountable for all hospital inbound and outbound freight shipping and expenses. • Assists Supply Chain leadership with financial analyses, metrics data and reports. • Assists with identifying and implementing cost optimization opportunities.

• Customer Service: • Serves as key Supply Chain Operations liaison to customers within areas of responsibility. • Serves as internal expert on all implantable device agreements and educates direct reports on contracts. • Assist with coordinating onsite vendor inventory to ensure vendors understand and comply with organizational policies and procedures. • Creates a work environment that promotes premier customer service in all areas of responsibility. • Creates a work environment that promotes a high-level of employee engagement using GPTW results as a tool for establishing goals. • Responds to internal and external customer inquiries in a professional and timely manner. • Facilitates change management through effective communication and proper planning.

Required for All Jobs

• Performs other duties as assigned

• Complies with all WellStar Health System policies, standards of work, and code of conduct.
  

Qualifications

Required Minimum Education

• High school diploma Required or
  

• GED or equivalent Required and
  

• Bachelor's Degree in a supply chain, or business-related field Preferred

Required Minimum Experience

• Minimum 5 years supply chain, logistics, inventory, receiving, and/or distribution experience, preferably in a clinical supply setting. Required and
  

• Minimum 3 years of management with supervision of staff, preferably in a hospital environment. Required

Required Minimum Skills

• Analytical Abilities: Requires moderate analytical ability for data analysis from the ERP systems to identify supply chain initiatives, establish baselines, and develop work plans for implementation as well as track and report savings.
  Requires understanding of Lean principles. Knowledgeable of medical supply terminology. Medium
  

• Clerical Skills: Intermediate level of proficiency in Microsoft Word, PowerPoint, and Excel. Medium
  

• Interpersonal Skills: Requires strong communication skills to manage staff, communicate with customers, and interact with other Supply Chain entities/leadership. High
  

• System applications: Lawson & Mobile Supply Chain with full functionality of access to defined cost centers, Lawson including manager dashboard, Outlook, Shared drive (F:\Shr_data\MM), Kronos, Office Depot, RND, Remote desktop, Success factors, iCIMS, Green Security, Blue Bin/Kanban Systems, GreenLight, GHX, and ECRI. High

Required Minimum License(s) and Certification(s)

Additional Licenses and Certifications