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Procurement Specialist

3 months ago

Philadelphia, United States Pennsylvania Medicine Full time

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Summary:

  • The PeriOp Procurement Specialist is responsible for assisting with smooth operations of purchasing and vendor-related activities in support of HUP Perioperative and Procedural Services. Researches, manages, and processes customer requests in consultation with the PeriOp Supply Chain, Contracting, vendors, and customers. Facilitate active communication between Perioperative Supply Chain and all Perioperative Clinical and Perioperative Business Operations staff in dealing with supply chain matters. Key objective is to ensure our patient care experience is enhanced by delivering a robust foundation of services, operational and technical support, and the sharing of comprehensive, relevant, and highly specialized supply chain management expertise. Champions service excellence as a frontline team member of PeriOp Supply Chain, provides optimal service to the surgeons and clinical teams. This position works with clinical staff and physicians to ensure that all supply chain operations address and improve clinical outcomes, patient safety, variation, quality, efficiency, and cost.
Responsibilities:
  • Processes purchase orders and requisitions. Places orders with vendors within guidelines approved by supervisor.
  • Review all incoming catalog and non- catalog eProcessing requests for product, services, equipment and new vendors. •
  • Supports the invoice resolution processes including assisting in the resolution of credit hold, receipts, etc.
  • Manages buyer notes and BO report/EDI holds.
  • Updates procurement systems as needed when resolving invoices/receivers/returns/subs issues.
  • Research to determine best source and cost for products being requested. Seeks competitive prices.
  • Primary contact for customers/end users when navigating any issues related to procurement.
  • Supports the invoice resolutions process with AP and makes sure invoices are matched.
  • Assists requestors in contacting vendors for order status and tracking information.
  • Contacts vendors to rectify and control INR Blanket and standing orders issues.
  • Check EDI to confirm all POs were successfully transmitted.
  • Reviews local and group purchasing contracts to assure that orders are placed using existing contracts when applicable.
  • Utilizes information systems for purchase order functions, correspondences, electronic data interchange, report creation and other computer functions as needed.
  • Supports the RNI team with the Received not Invoice (RNI) reports and Blanket/Standing orders.
  • Communicates with internal and external parties, tracking purchasing updates, deliveries and shipments via detailed e-mail and telephone correspondence.
  • Solicit vendor quotes following approved, procedural methods for competitive acquisitions.
  • Works closely with Shipping, Receiving and Inventory teams to ensure accurate paperwork, delivery, quantities, etc.
  • Assists with communicating backorder issues to the requestors and backorder resolution and finding appropriate substitute/replacement.
  • Utilize various vendor and internal technologies to manage the work efficiently.
  • Organize administrative duties and independently prioritize and complete requested tasks.
  • Meets department metrics and expectations: • Accurate order placement within 1 business day.
  • Expediting of orders as necessary • Response to voicemail and email within 2 hours
  • Anticipates customers concerns and needs by asking if they need assistance, as required
  • Responds promptly and follows through to meet customer needs, as required
  • Maintains quality customer service skills between team and customers (departments and vendors)
  • Preserves confidentiality, privacy and dignity of patients, visitors, vendors, etc., according to UPHS or departmental policy
  • Cooperates with, and demonstrates respect for, all hospital services and personnel
  • Provides or facilitates in providing a clean, safe, quiet and secure hospital and/or business environment for all
  • Performs telephone activities in a courteous/professional manner
  • Maintains composure, good judgment and acceptable work performance under conditions caused by deadlines, workload, situational crisis, opposition or other causes
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
  • Other duties as assigned to support the unit, department, entity, and health system organization
Education or Equivalent Experience:
  • H.S. Diploma/GED (Required)
  • Bachelor of Arts or Science (Preferred)
  • Education Specialization: Equivalent Experience:
  • And 2+ years procurement / supply chain experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.