Materials Management Business

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Under limited supervision, uses analytical and quantitative methods to enhance and improve supply chain logistics processes, systems and effectiveness by assembling related data, analyzing performance and identifying problems, and designing, testing and implementing value adding solutions.

In conjunction with the Director, oversees fiscal-related matters including budget preparation and monitoring, productivity monitoring, FTE tracking and utilization, revenue tracking, and billing integrity. Works with Materials Management director and managers to identify, implement, and track progress of cost-savings opportunities. Identifies and pursues operations improvement opportunities to improve efficiency and effectiveness.

Runs PAR optimization reports and reviews with department heads to identify opportunities and develop plans for improvement.

Reviews work processes across the Materials Management department and make recommendations for improvement and efficiency. Leads planning and implementation of major departmental programmatic initiatives.

Works with UMMS Corporate Contracts department to review vendor contracts and compliance. Works with vendors to ensure service received meets agreed expectations.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Ensure continuous analysis of point of use par levels and non-stock purchases to confirm customer needs are met. Make recommendations for improvement.
2. Audits PAR replenishment activities, analyzes data, and presents recommendations for improvement.
3. Participates in the planning process: Plans, organizes, and promotes department mission, vision, values, and culture. Participates actively in the development and execution of goals within the context of the plan.
4. Define and track metrics to improve efficiency and decrease cost, such as fill rate, turn rate, inventory value and returns.
5. Develop support tools using advanced Excel skills for implementation support, tracking and reporting of performance metrics for supply improvement initiatives. Interpret data concerning utilization trends.
6. Maintain various electronic files, generate data and reports for leadership to support work processes.
7. Oversees department fiscal matters for the Main Distribution Center, Peri-Op Distribution Center, Linen Department, Receiving Department and the Mailroom on both Campuses in conjunction with the Director, develops and manages the departmental operating budget and ensures that the department operates within allocated funds. Prepares and administers the department operating budget in coordination with Finance.
   • Provides support for budget requests, makes recommendations for changes, and participates in the presentation and approval process with UMMC management. B. Prepares monthly variance reports and monitors department performance to budget. Reviews appropriateness of all departmental expenditures.
   • Provides departmental oversight of business practices and procedures. Maintains department reports and statistics for administrative and planning purposes.
   • Ensures financial reconciliation (Inter department Transfers) with other hospital departments whom services are provided.
   • Functions as the primary liaison with accounts payable to ensure accurate and prompt receipt of invoiced items into the hospital’s materials management system.
8. Functions as the primary liaison between Finance and the Department on daily activities and issue resolution.
9. Appropriately delegates assignments to Inventory Analyst. Monitors performance and provides feedback.
10. Oversees Procurement ensuring the efficient and effective procurement of supplies and equipment in accordance with state, federal, and local laws and regulations and UMMC policies and procedures.
    • Track and monitor backorders and work with vendors for acceptable substitutions. Coordinates with UMMS Purchasing and Department staff on organizational efforts to optimize purchasing policy and practice including value analysis.
11. In conjunction with the Director and Managers, coordinates the receiving and stocking of all supplies and materials.
    • Coordinates the taking of bi-annual inventories
      • Reviews bi-annual inventory reports
      • Identifies and justifies inventory discrepancies
    • Oversees monthly interdepartmental billing transactions (including UMMC) for all supplies
    • Ensures the maintenance of records on customer billing and inter-departmental billing
    • Ensure proper handling of returns
12. Interacts with vendor representatives to resolve problems relating to products, invoices, shipping errors, and returns. Investigates and resolves quality-related complaints from customers.
13. Establishes and maintains communications within the department and with other hospital departments (IS&T, Lab, and Nursing). Develops relationships with professional affiliations and others as appropriate.
14. Attends, participates in and/or coordinates various departmental meetings and committees as required by the Director. Attends and participates in various in-service, educational, and management training programs for ongoing professional growth and development.

Education and Experience

1. Bachelor’s degree in Health Care Administration, Business Administration or a related discipline is required. Knowledge of supply chain logistics and a Master’s Degree in Business is preferred.
2. Experience with implementing process improvements based on Lean Principles/Six Sigma preferred.
3. Five years of progressively responsible professional experience in related health care administration with responsibility for budget management, operations, and staff management, or equivalent, is required.
4. Supervisory experience or senior staff experience is strongly preferred.

Knowledge, Skills and Abilities

1. Strong analytical skills, ability to manipulate and analyze data required. Proficient computer skills for tracking and evaluating department performance and budget information. Strong MS Excel, Access, SPSS, Structure query language (SQL).
2. Process Improvement methodologies required, preferably LEAN principles
3. Knowledge of health care management, administrative and operational principles and practices, including budgeting, The Joint Commission, and regulations. Demonstrated knowledge of organizational problem solving and analytical skills are required to evaluate and resolve operational issues. Understanding of Lean Principles is preferred.
4. Ability to supervise of daily work activities and motivate the performance of staff.
5. Ability to coordinate efforts with various staff members and disciplines in and outside of the department to meet required objectives.
6. Ability to prepare and analyze financial data and implement changes to contain costs for budgetary purposes.
7. Highly effective written and verbal communication skills are necessary to work with clinical, upper management, administrative and other personnel from multiple medical system departments and supervise staff.

Patient Safety

Ensures patient safety in the performance of job functions and through participation in hospital, department or unit patient safety initiatives.

1. Takes action to correct observed risks to patient safety
2. Reports adverse events and near misses to appropriate management authority.
3. Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.

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