Supply Coordinator - Satellite Clinic Admin

JOB SUMMARY:

To provide professional, technical, and administrative skills necessary to coordinate and facilitate product standardization, supply cost reduction, utilization management and supply availability. Primarily responsible for managing the supply process to ensure availability of products and compliance with established rules, policies and procedures.

REQUIRED EDUCATION / EXPERIENCE:

Bachelors' degree or equivalent and two (2) years of related experience

MAJOR DUTIES / CRITICAL TASKS:

·        Monitors supply utilization and purchase patterns on a routine/scheduled basis; compiles reports, analyzes data and makes recommendations for addition/deletion of products and/or process changes to reduce operating cost and ensure continuity of supply.

·        Reviews customer requests for conformance to applicable policies & procedures and advises customer of more cost effective or standardized alternatives.

·        Reviews request and coordinates activities to secure approval for inclusion of new or substitute products.

·        Reviews and/or maintains supply catalogs and approves item masters to ensure they are current.

·        Coordinates and monitors activities of strategic suppliers to ensure conformance with contractual obligations; and identifies opportunities for process improvement, service enhancement and/or cost reductions.

·        Conducts analysis and provides recommendations that identify best methods and practices to procure and distribute products (i.e., consignment, direct purchase or inventory).

·        Assists in coordinating and facilitating the supply inventory process ensuring proper management controls, access and availability.

·        Assists in coordinating vendor traffic by acting as liaison between vendors and clinical staff for product introductions and communicating hospital policy.

·        Develops and distributes various reports to assist customers in understanding their supply consumption and cost.

·        Develops and maintains system, in collaboration with departments and administration, for product recalls, facilitating removal, return, and replacement.

·        Assists customers in determining their supply needs and makes recommendations concerning these needs.

·        Forecasts and analyzes customer supply needs/trends to facilitate the establishment of contracts

·        Identifies product utilization trends for contracting opportunities or to leverage pricing

based on increased usage or aggregate expenditures with contracted suppliers.

·        Coordinates the flow of information between appropriate parties to accomplish

customers’ and supply management objectives.

·        Performs systematic, controlled review of products to ensure appropriate utilizations,

effectiveness, continued usefulness and identify opportunities for cost reduction or

·        process improvement.

·        Develops a strong partnership with customers to proactively understand their needs to

facilitate the availability and access to appropriate products.

·        Assist customers in the development of supply management policies and procedures

ensuring compliance with applicable rules and regulations.

·        Proactively resolves customer issues by going beyond the request and understanding

their need.

·        Contacts, advises, and assists departments with respect to their supply needs.

·        Serves as liaison between vendors, the institution, and departments in regards to

supply utilization.

·        Handles routine inquiries regarding policies and procedures of the process.

·        Interacts regularly with people at a variety of levels inside and/or outside the process.

·        Works closely with customer in problem resolution and consults with customers in

problem prevention.

·        Coordinates and/or assists in process benchmarking and facilitates continuous

process improvement for service/work area.

·        Assists in proactively facilitating the resolution of customer issues.

·        Composes and types of correspondence and other documents in appropriate business

format utilizing a typewriter, word-processor, or computer software package

·        Prepares reports, creates and maintains records and related documentation utilizing

spreadsheets, databases and/or computer software applications

·        Assists, recommends, and facilitates the collaborative development of team process

change, new programs, and operational planning.

·        Complies and analyzes operational reports and recommends appropriate action.

·        Coordinates compliance with all applicable UTMB, State, and Federal rules and

regulations.

·        Adheres to internal controls and reporting structure.

·        Performs related duties as required.