Purchasing Coordinator

The Robert C. Byrd Clinic, on the campus of the West Virginia School of Osteopathic Medicine, is seeking a full-time Purchasing Coordinator.

Position Purpose:

Responsible for overseeing the planning, procurement, storage, control, and distribution of supplies, equipment, and furniture within the clinic. This role involves collaborating with vendors, monitoring inventory levels, and ensuring the timely delivery of supplies and equipment. This position plays a crucial role in maintaining efficient operations and ensuring that the clinic has access to the necessary resources to deliver high-quality patient care.

Position Qualifications:

• Bachelor's degree in business administration or a related field, or equivalent combination of education, training, and experience.
• Strong organizational and planning abilities.
• Excellent verbal and written communication skills, coupled with proven negotiation skills, and the ability to build and maintain relationships with vendors.
• Comprehensive understanding of purchasing procedures and policies.
• Proficiency in Excel and Microsoft Office suite.
• Ability to work in a fast-paced environment with frequent interruptions while maintaining accuracy and efficiency.

Experience:

• Two years of experience in procurement, purchasing, or supply chain management, preferably in a healthcare or medical setting.
• Prior online purchasing experience is required.
• Use of an inventory management system is preferred.
• Experience with Sage accounting system preferred.

Reports to: Director of Finance

FLSA Status: Nonexempt

Job Requirements:

• Source and evaluate suppliers and vendors for medical and general supplies, equipment, and services.
• Manage Group Purchasing Organization (GPO) contracts in collaboration with the Finance Team.
• Proficient use Excel and the inventory management system.
• Continuously assess market trends and identify opportunities for cost savings and process improvements.
• Maintain relationships with existing suppliers and evaluate their performance regularly. Assess vendors based on criteria including price, reliability, capability, and past transaction history.
• Manage inventory levels to establish min/max levels and ensure adequate par levels are maintained.
• Ensure an adequate supply of vaccines are reserved and available at the clinic during the necessary time frames.
• Monitor and alert staff regarding recalled supplies and equipment and manage the process accordingly.
• Maintain monthly/annual inventory records and conduct monthly/annual physical inventory counts.
• Perform monthly Inspections and removal of expired medications and supplies clinic wide in collaboration with the consultant pharmacist.
• Develop and implement procurement policies and inventory fulfillment/control procedures across all departments.
• Maintain fixed assets, equipment, and furniture inventory.
• Process purchase orders accurately and in a timely manner.
• Track orders and ensure timely delivery to meet the clinic's operational needs. Resolve any issues or discrepancies related to orders, deliveries, or invoices and communicate with staff regarding back orders
• Manage logistics of shipping and receiving clinic wide. Receive all clinic deliveries, inspect packages, and distribute to appropriate areas. Package and arrange pickups for outgoing and returned items. Work with RCBC and WVSOM staff to appropriately accommodate large incoming shipments.
• Troubleshoot and repair broken equipment and identify the most efficient repair solutions. Schedule and assist with routine maintenance, QC and annual inspection of equipment.
• Ensure compliance with regulatory requirements and internal policies related to procurement, purchasing, and materials management activities.
• Analyze spending data to see areas where supply costs can be reduced
• Track and provide SDS sheets for new products or products with an updated SDS, both electronically and hard copy
• Manage and monitor disposal of all biohazard materials. Maintains certification and logs all manifests
• Works collaboratively with the Director of Clinical Services regarding clinical purchases
• Maintain accurate records of purchases, contracts, and vendor communications.
• Responsible for monitoring and replenishing inventory of environmental services supplies, i.e. housekeeping supplies, dispensers, air fresheners, water and air filters, light bulbs, etc.
• Management of clinic vending and coffee services, i.e. replenishing supplies, cleaning and maintenance of machines, reporting issues to vendors, assisting staff with use of machines, etc.
• Properly stock and maintain spill kits.
• Serve on the Safety and Emergency Management Committee and other committees as assigned.
• Responsible for monthly fire extinguisher checks
• Responsible for recycling and waste management tasks, excluding biohazard.
• Other duties as assigned.

All employees are required to adhere to RCBC's high standards of customer service excellence.

Disclaimer:

Job descriptions are not intended and do not create employment contracts. RCBC maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law. All job descriptions have been reviewed in an attempt to illustrate the jobs functions and basic duties, in addition to 'peripheral tasks' or that could generally be considered 'other duties as assigned.' In no instance, however, should the duties, responsibilities and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, experiences, qualifications, knowledge, skills and abilities have been determined to illustrate the minimal standards required to successfully perform the position.

The Robert C. Byrd Clinic (RCBC) is a Rural Health Clinic accredited by the NCQA as a Patient-Centered Medical Home - Level 3. RCBC, located in historic Lewisburg, WV, offers Quality Healthcare...Close to Home.

We are located on the campus of the West Virginia School of Osteopathic Medicine (WVSOM). As a comprehensive not-for-profit health care organization, we are committed to providing quality primary health care to the residents of the greater Greenbrier Valley and surrounding areas. In addition to serving the local communities, RCBC serves as a primary clinical training site for WVSOM students, interns, and residents. We offer a wide range of primary care services, including medical acupuncture, diabetic education, acute care, family medicine, psychology, internal medicine, osteopathic manipulative medicine, pediatric medicine, proctology, mental health, and radiology.

Employment at RCBC is contingent upon the timely and successful completion of a post-offer drug screen, U.S. Citizenship and Immigration Service's I-9 form, and background investigation including but not limited to whether you have been sanctioned or excluded from participating in any Medicare, Medicaid, or other government-funded programs. RCBC is an Equal Opportunity Employer.

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