Director, Operations Material Management

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General Summary

Under limited supervision, directs and manages the supply management and distribution process throughout the UMMC components on a 24-hour basis. Fulfillment of job duties requires the employee to have access to medication storage areas to review and monitor activities of staff members re-stocking these storage and delivery areas.

Designs, implements, and monitors inventory management practices for the main distribution center perpetual inventory location as well as over 200 clinical unit storerooms. Develops, implements, and maintains all the local policies, procedures, systems, protocols, and best practices regarding proper inventory control for the purpose of maintaining accurate accounting and financial information.  Consistently analyzes inventory practices, identifies any deficiencies, inefficiencies, or opportunities for improvement, makes correctional recommendations, and oversees their implementation upon approval by management. 

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. Plans, organizes and directs supply distribution activities to assure accurate, efficient operations and performance in accordance with goals and objectives of the Supply Chain Distribution department of the Medical Center.
2. Collaborates with the Senior Director on financial and budgetary items by monitoring and analyzing department budget variances, and meeting cost saving effectiveness initiatives.
3. Evaluates services and implements changes wherever necessary.  Identifies and recommends service improvements, quality enhancements and maintains necessary regulatory compliance.  Investigates new product, techniques, equipment and makes recommendations to the Senior Director for improvements in quality of services.
4. Installs mechanisms to monitor departmental outputs.  These measures shall include but are not limited to the following:

• Quality Assurance measures
• Staffing productivity measures
• Unmet needs assessment

5. Acts as the local responder for the automated product recall system. Ensures that product recalls are assigned to subordinates to find any affected product across the entire UMMC organization and documents response in the system within the required response time.

6.Using advanced Excel techniques (such as pivot tables and Vlookups) and other analytical tools, performs inventory analysis and management to prevent low stock and overstock.  Establishes appropriate inventory metrics (par levels, reorder points, etc.) based on hospital-wide utilization of stock and non-stock supplies, periodically adjusting metrics as necessary based on changes in utilization to maintain efficient inventory levels. 

7. Oversees the conduct of bi-annual physical inventories for the storeroom as well as ongoing cycle counts of the entire inventory to ensure accuracy Performs forensic causative research of issue and receipt transactions to determine the root cause of variances and determines incorrect transactions and corrects the same.

8. Responsible for ensuring team members perform monthly expiration date monitoring in the distribution center as well as 36,000+ supply bins across the entire UMMC organization.  

9. Responsible for new product introduction and product conversions across the entire UMMC supply chain, ensuring obsolete products are removed from all unit storerooms, new items added to unit storerooms, stock levels created in the enterprise resource planning system, barcode labels printed, and items stocked according to implementation plans.

10. Coordinates management activities to assure match between customer needs/expectations and departmental capabilities.  Develops an active customer focused orientation which is responsive to the following customer needs.

• Product evaluations, product failure and recalls, vendor conflicts and service level expectations.
• Creates initial unit par levels and updates or revises all pars annually, or more frequently, if deemed necessary.
• Identifies and implements with Senior Director opportunities for reduced inventory and inventory carrying cost.

11.Creates, recommends and routinely updates policies and procedures relative to                  inventory control, supply maintenance and distribution procedures.

12. Coordinates activities as needed with UMMS Corporate Contracting to accomplish             the following:

13. In concert with Finance and the departments, controls inventory levels as                             necessary to maximize the institutional return on investment.  Maintains high                      fill-rate (98% or better) and turns ratios by following the following relational activities:

• Tracks demand utilization patterns
• Analyzes remote and/or par cart compositions and recommends adjustment as indicated by seasonal or practice pattern changes.
• Monitors store’s composition, add and deletes lines as needed to minimize holding costs.

14. Ensures all managerial administrative functions are performed thoroughly and timely.  These duties include work scheduling and performance reviews. Contributes, as requested or otherwise indicated, departmental operations data (narrative and statistical) for administrative reports or committee studies.

15. Human Resources: 

• Provides guidance and general direction for department operations, ensures accurate and timely production of work and the efficient and effective operation of the department including the formulation of operating policies and procedures.
• Establishes and maintains effective management of all personnel including identifying staffing needs, hiring, training and development, evaluation and termination.
• Establishes and implements departmental performance standards.  Measures performance against standards and initiates appropriate action when standards are not met.  Investigates irregularities and policy violations and takes corrective actions in compliance with Human Resources policies and procedures.
• Reviews job descriptions, shop functions to determine and implement needed changes such as reclassification, restructuring and promotions.

Education and Experience

1. Bachelor’s degree in business administration, business management, operations, or a related field is required.  Master’s degree preferred. 
2. Five (5) years’ experience in health care materials management, preferably in an academic setting, managing the operations of inventory management, supply replenishment, receiving, and distribution required.   Three (3) years of management experience with a Master’s degree will be considered in lieu of the aforementioned requirements.
3. Two (2) years of supervisory/management experience required.
4. CMRP or CPM certification strongly preferred.
5. Experience operating a Low Unit of Measure (LUM) supply program is highly preferred

Knowledge, Skills and Abilities

1. Demonstrated ability to manage project implementations under difficult or complex circumstances.
2. Demonstrated experience and success in customer-service orientation relative to job-related performance.
3. Demonstrated experience analyzing and interpreting data and reports.
4. Demonstrated understanding of automated systems, specifically materials management and related peripheral systems. 
5. Highly effective verbal, written and interpersonal communication skills with the ability to interact effectively with patients, and visitors and all levels of staff.
6. Demonstrated ability to work with multi-disciplinary teams as a group leader as well as a participant/contributor and resolve problems using sound judgment.
7. Strong supervisory skills to train, motivate and monitor staff working under tight deadlines.
8. Willingness to work various schedules, as necessary, to coordinate efforts between and maximize the productivity of day, evening and night shifts.

All your information will be kept confidential according to EEO guidelines.