Supply Chain Procurement Coordinator

2 weeks ago

Philadelphia, Pennsylvania, United States Pennsylvania Medicine Full time

Penn Medicine is committed to our tripartite mission of delivering exceptional patient care, pioneering innovative research, and nurturing the next generation of medical leaders. Collaborating with esteemed clinical, technical, and business professionals across various disciplines is a hallmark of working at this prestigious academic medical center.

Today at Penn Medicine, a breakthrough will occur. A heart will be healed, hopeful news will be delivered, and comfort will be provided. Our workforce shapes our future every day. Are you ready to contribute to this mission?

Position Overview:

The Perioperative Procurement Specialist plays a crucial role in ensuring the seamless operation of purchasing and vendor-related activities that support the Perioperative and Procedural Services at HUP. This position involves researching, managing, and processing customer requests in collaboration with the Perioperative Supply Chain, Contracting, vendors, and clients. Effective communication between the Perioperative Supply Chain and all clinical and business operations staff is essential in addressing supply chain matters. The primary goal is to enhance the patient care experience by providing a solid foundation of services, operational and technical support, along with specialized supply chain management expertise. As a frontline team member of the Perioperative Supply Chain, this role champions service excellence and ensures optimal support for surgeons and clinical teams. This position collaborates with clinical staff and physicians to ensure that all supply chain operations positively impact clinical outcomes, patient safety, quality, efficiency, and cost management.

Key Responsibilities:
  • Process purchase orders and requisitions, placing orders with vendors as per supervisor guidelines.
  • Review incoming catalog and non-catalog eProcessing requests for products, services, equipment, and new vendors.
  • Assist in resolving invoice discrepancies, including credit holds and receipts.
  • Manage buyer notes and EDI holds effectively.
  • Update procurement systems as necessary when addressing invoices, receivers, and returns.
  • Conduct research to identify the best sources and costs for requested products, seeking competitive pricing.
  • Act as the primary contact for customers/end users regarding procurement-related issues.
  • Support the invoice resolution process with Accounts Payable, ensuring accurate invoice matching.
  • Assist requestors in contacting vendors for order status and tracking information.
  • Communicate with vendors to address and control issues related to blanket and standing orders.
  • Verify EDI to ensure all purchase orders were successfully transmitted.
  • Review local and group purchasing contracts to ensure compliance when placing orders.
  • Utilize information systems for purchase order functions, correspondence, electronic data interchange, report creation, and other necessary computer functions.
  • Support the Received Not Invoice (RNI) team with reports and blanket/standing orders.
  • Maintain communication with internal and external parties, tracking purchasing updates, deliveries, and shipments through detailed correspondence.
  • Solicit vendor quotes following approved procedural methods for competitive acquisitions.
  • Collaborate closely with Shipping, Receiving, and Inventory teams to ensure accurate documentation and delivery.
  • Assist in communicating backorder issues to requestors and finding suitable substitutes.
  • Leverage various vendor and internal technologies to manage work efficiently.
  • Organize administrative tasks and prioritize to complete requested duties independently.
  • Meet departmental metrics and expectations, including accurate order placement and timely responses to inquiries.
  • Anticipate customer concerns and needs, offering assistance as required.
  • Respond promptly to meet customer needs and maintain quality service between teams and customers.
  • Uphold confidentiality, privacy, and dignity of patients, visitors, and vendors in accordance with policies.
  • Demonstrate respect for all hospital services and personnel.
  • Contribute to maintaining a clean, safe, and secure environment for all.
  • Conduct telephone communications in a professional manner.
  • Maintain composure and good judgment under pressure.
  • Perform duties in alignment with Penn Medicine values, policies, and procedures.
  • Undertake additional responsibilities as assigned to support the unit, department, and health system organization.
Qualifications:
  • High School Diploma or GED (Required)
  • Bachelor's Degree (Preferred)
  • Minimum of 2 years of experience in procurement or supply chain management.

Penn Medicine believes that the best care for our patients begins with the best care for our employees. Our comprehensive employee benefits programs support health and wellness. We offer a competitive compensation and benefits package, including one of the finest prepaid tuition assistance programs in the region. Our 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

Penn Medicine is an Equal Opportunity and Affirmative Action employer. All 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.

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