Procurement Coordinator

Location Warrenville, Illinois
Business Unit Northwestern Medicine Corporate
Job REQID 136840
Job Function Supply Chain
Shift Day Job (1st)

Benefits

• $10,000 Tuition Reimbursement per year ($5,700 part-time)
• $10,000 Student Loan Repayment ($5,000 part-time)
• $1,000 Professional Development per year ($500 part-time)
• $250 Wellbeing Fund per year($125 for part-time)
• Matching 401(k)
• Excellent medical, dental and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

Pay Starting at: $19.20+ per hour based on experience

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

• Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional and financial well-being.
• Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Description

TheProcurement Coordinatorreflects the mission, vision, and values of NM, adheres to the organization's Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

The Procurement Coordinator assumes a lead role in overseeing the successful procure to pay process for all auto-sourced, Bill Only Materials (BOM), and sometimes special order related to daily operational department orders. They are responsible for communication order statuses with requesting departments and individuals. Supporting backorder identification, communication, and substitute securement. Placing urgent/rush orders and ensuring delivery is made to the department's expectation. Ensuring all orders placed with accurate pricing in alignment to NM's ERP system and contractual agreements. Resolving errors that arise between the PO, product receipt, and invoice. Supports the return of products requested by end users. Interfacing directly with specific departments assigned to provide exceptional customer support throughout the procurement process.

Responsibilities:

Core Purchasing Functions:

• Manages and Monitors self in relation to meeting established SLAs and KPIs and resolve issues in a timely manner.
• Processes assigned Purchase Orders using the NM ERP, consistent with NM policies and procedures.
• Consistently follows Standard Work protocols and participates in efforts to streamline, develop opportunities, and improve work processes.
• Responds to questions from internal customers within one business day.
• Supports their team members by serving as coverage for colleagues who are out of the office.
• Actively engages in department/team meetings by contributing and sharing observations and perspectives.
• Communicates and educates end users regarding procurement policies, procedures, processes, back-orders and supports the sourcing of alternative products if necessary.
• Maintains good communication with Accounts Payable, Master Data, Suppliers, EDI transaction center, and Distribution and Logistics Teams to resolve PO errors and match exceptions.
• Demonstrates proficiency in the use of the PeopleSoft procurement module.
• Works in conjunction with the Data Team, PCA's, Vendor Team, and Accounts Payable Team by helping with information to increase accuracy of data elements within the MMIS module of the ERP system and to resolve errors that occur throughout the P2P process.
• Provides Training and Support to internal Procurement colleagues and external end users as needed.
• Directs new vendor requests to the vendor portal for information and registration entry.
• Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contribution of others.
• Uses organizational and department resources efficiently and effectively.
• Presents a friendly, approachable professional demeanor and appearance.

Procurement Coordinator Duties:

• Acts as the point person for specific departments assigned for daily purchasing.
• Contributes as subject matter expert for basic purchasing and inventory management practices, including differences in distributor versus manufacturer roles
• Ensures Purchase Order accuracy and timeliness of product/service delivery.
• Prepares and places urgent/rush orders to ensure department and end users needs are met.
• Monitors daily reports to ensure automation processes are occurring without issue
• Takes lead as directed on "Manage Daily Improvement" huddles, Standard Work documentation, and process improvement initiatives.
• Processes special requisitions as needed or as requested
• Validates the use of correct Category Codes when issuing a Special Purchase Order

Returns

• Processes assigned return requests in accordance with established policies and procedures and responds with the appropriate level of urgency.
• Establishes and demonstrates proficiency with primary technologies utilized for return processing. (ServiceNow, PeopleSoft, and others as required)
• Analyzes and reports on unusual activity, emerging trends, supplier issues, or requestor concerns to their leadership and supports process improvements which would help to avoid further unnecessary return activities.
• Conducts training on return process to Supply Chain employees.
• Follows up to secure status of return requests and performs closing activities of returns within ticketing system and PeopleSoft.
• Records all pertinent actions and relative documentation (emails, vendor response forms, query results, etc.) in each return request to process a return.

Additional Responsibilities:

• Special projects and other responsibilities as directed by Procurement Services Leadership.
• Utilizes MS Office, i.e. Word, Excel, and PowerPoint
• Superior customer service skills
• Strong and proper communication skills and etiquette
• Well versed in PeopleSoft and EDI Transactions
• Knowledge of MMIS/ERP systems and Procure to Pay process
• Able to adhere and promote proper procedures

Qualifications

Required

• 1 Year of Healthcare Purchasing Experience

or

• 3 Years of Supply Chain Experience
• Excellent written and verbal communication and presentation skills
• Outstanding Customer Service Skills
• Superior critical thinking, organization, and priority management skills
• Skilled in the utilization of MS Office

Preferred

• Associate Degree
• 5 Years of Healthcare Supply Chain Experience
• Familiar with automated ERP, inventory management, and transaction software systems
• Experience with supplier management and relationship development

Equal Opportunity

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Benefits

• $10,000 Tuition Reimbursement per year ($5,700 part-time)
• $10,000 Student Loan Repayment ($5,000 part-time)
• $1,000 Professional Development per year ($500 part-time)
• $250 Wellbeing Fund per year($125 for part-time)
• Matching 401(k)
• Excellent medical, dental and vision coverage
• Life insurance
• Annual Employee Salary Increase and Incentive Bonus
• Paid time off and Holiday pay

Pay Starting at: $19.20+ per hour based on experience

Northwestern Medicine is powered by a community of colleagues who are purpose-driven and committed to our mission to deliver world-class care. Here, you'll work alongside some of the best clinical talent in the nation leading the way in medical innovation and breakthrough research with Northwestern University Feinberg School of Medicine.

We recognize where you've been, and we support where you're headed. We celebrate diverse perspectives and experiences, which fuel our commitment to equity and culture of service.

Grow your career with comprehensive training and development opportunities, mentorship programs, educational support and student loan repayment.

• Create the life you envision for yourself with flexible work options, a Reimbursable Well-Being Fund and a Total Rewards package that support your physical, mental, emotional and financial well-being.
• Make a difference through volunteer opportunities we offer in local communities and drive inclusive change through our workforce-led resource groups.

From discovery to delivery, come help us shape the future of medicine.

Description

TheProcurement Coordinatorreflects the mission, vision, and values of NM, adheres to the organization's Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

The Procurement Coordinator assumes a lead role in overseeing the successful procure to pay process for all auto-sourced, Bill Only Materials (BOM), and sometimes special order related to daily operational department orders. They are responsible for communication order statuses with requesting departments and individuals. Supporting backorder identification, communication, and substitute securement. Placing urgent/rush orders and ensuring delivery is made to the department's expectation. Ensuring all orders placed with accurate pricing in alignment to NM's ERP system and contractual agreements. Resolving errors that arise between the PO, product receipt, and invoice. Supports the return of products requested by end users. Interfacing directly with specific departments assigned to provide exceptional customer support throughout the procurement process.

Responsibilities:

Core Purchasing Functions:

• Manages and Monitors self in relation to meeting established SLAs and KPIs and resolve issues in a timely manner.
• Processes assigned Purchase Orders using the NM ERP, consistent with NM policies and procedures.
• Consistently follows Standard Work protocols and participates in efforts to streamline, develop opportunities, and improve work processes.
• Responds to questions from internal customers within one business day.
• Supports their team members by serving as coverage for colleagues who are out of the office.
• Actively engages in department/team meetings by contributing and sharing observations and perspectives.
• Communicates and educates end users regarding procurement policies, procedures, processes, back-orders and supports the sourcing of alternative products if necessary.
• Maintains good communication with Accounts Payable, Master Data, Suppliers, EDI transaction center, and Distribution and Logistics Teams to resolve PO errors and match exceptions.
• Demonstrates proficiency in the use of the PeopleSoft procurement module.
• Works in conjunction with the Data Team, PCA's, Vendor Team, and Accounts Payable Team by helping with information to increase accuracy of data elements within the MMIS module of the ERP system and to resolve errors that occur throughout the P2P process.
• Provides Training and Support to internal Procurement colleagues and external end users as needed.
• Directs new vendor requests to the vendor portal for information and registration entry.
• Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contribution of others.
• Uses organizational and department resources efficiently and effectively.
• Presents a friendly, approachable professional demeanor and appearance.

Procurement Coordinator Duties:

• Acts as the point person for specific departments assigned for daily purchasing.
• Contributes as subject matter expert for basic purchasing and inventory management practices, including differences in distributor versus manufacturer roles
• Ensures Purchase Order accuracy and timeliness of product/service delivery.
• Prepares and places urgent/rush orders to ensure department and end users needs are met.
• Monitors daily reports to ensure automation processes are occurring without issue
• Takes lead as directed on "Manage Daily Improvement" huddles, Standard Work documentation, and process improvement initiatives.
• Processes special requisitions as needed or as requested
• Validates the use of correct Category Codes when issuing a Special Purchase Order

Returns

• Processes assigned return requests in accordance with established policies and procedures and responds with the appropriate level of urgency.
• Establishes and demonstrates proficiency with primary technologies utilized for return processing. (ServiceNow, PeopleSoft, and others as required)
• Analyzes and reports on unusual activity, emerging trends, supplier issues, or requestor concerns to their leadership and supports process improvements which would help to avoid further unnecessary return activities.
• Conducts training on return process to Supply Chain employees.
• Follows up to secure status of return requests and performs closing activities of returns within ticketing system and PeopleSoft.
• Records all pertinent actions and relative documentation (emails, vendor response forms, query results, etc.) in each return request to process a return.

Additional Responsibilities:

• Special projects and other responsibilities as directed by Procurement Services Leadership.
• Utilizes MS Office, i.e. Word, Excel, and PowerPoint
• Superior customer service skills
• Strong and proper communication skills and etiquette
• Well versed in PeopleSoft and EDI Transactions
• Knowledge of MMIS/ERP systems and Procure to Pay process
• Able to adhere and promote proper procedures

Qualifications

Required

• 1 Year of Healthcare Purchasing Experience

or

• 3 Years of Supply Chain Experience
• Excellent written and verbal communication and presentation skills
• Outstanding Customer Service Skills
• Superior critical thinking, organization, and priority management skills
• Skilled in the utilization of MS Office

Preferred

• Associate Degree
• 5 Years of Healthcare Supply Chain Experience
• Familiar with automated ERP, inventory management, and transaction software systems
• Experience with supplier management and relationship development

Equal Opportunity

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability or sexual orientation.

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