Contracting/Sourcing Specialist

Full-time

3245 Health Drive

Professional

Day

Reports to the Director of Sourcing and Contracting. Under general supervision and according to established policies and procedures, administers assigned contract terms and sources, negotiates, and procures inventory items and high volume items from vendors. Assist in the creation, execution and management of comprehensive sourcing strategies for supply, service, and capital categories across assigned categories. Lead cross-functional project teams, develop, and leverage supplier partnerships, Beacon Health relationships, and group purchasing organization (GPO) contracts to meet business requirements that maximize cost effectiveness for the health system and support its strategic direction. Uses computer system and Electronic Commerce (EC) approved methods for ordering and to perform basic update functions. Works with assigned vendors to insure vendors understand organization's policies and procedures for operating within Beacon Health System.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Facilitates sourcing activities by:

• Sourcing items from approved vendors.

• Negotiating price and procuring supplies from vendors, monitoring and maintaining inventory item master and/or lists of high volume items.

• Creates respective bid documents (i.e., Request for Proposal, Request for Information, Request for Quote, etc.) for solicitation/distribution to suppliers for specific product categories. Facilitates the competitive bid process ensuring timely supplier proposal submissions and adherence to bid protocols/procedures and deadlines.

• Conducts cost savings analyses of proposal submissions from suppliers within Microsoft Excel and/or other GPO approved contracting and analytical tools with a focus on overall total proposal value.

• Negotiates with suppliers based on analysis outcome compared to market trends and benchmarking data.

• Conducts annual, bi-annual, or quarterly business reviews with suppliers to understand trends and metrics within specific product categories, contract compliance successes or issues, new product technology opportunities, GPO member and aggregate performance, etc.

• Resolving accounting discrepancies and monitoring invoices to ensure that contract prices are obtained.

Effectively leads Value Analysis activities by:

• Performing as a key liaison between the purchasing department and the value analysis team or any committee set up for an internal customer to specify products and equipment.

• Being responsible for effective verbal and written communication to key stakeholders including but not limited to medical staff, clinicians, executive leaders and supplier executives.

• Developing and analyzing product and product line proposals to create effective cost reduction, standardization and implementation strategies.

• Identifying potential product conversions for cost savings, coordinating the trial process and working with end users, vendors and buyers to ensure a smooth transition to the new product and minimize associated costs.

• Develop meeting agendas, create data presentations, develop and manage project plans.

Administers all aspects of assigned contracts (both Group Purchasing and locally negotiated) by:

• Managing current contracts prior to expiration. Initiating processes to determine appropriate course of action (renew, request for proposal or drop).

• Review contract terms and conditions for necessary and relevant information. Edit and track changes aligning with health system or GPO terms and conditions.

• Creating, maintaining and revising the template database for system contracts.

• Auditing and monitoring contracts within scope of responsibility for compliance, i.e., price, maintenance of product lines, system usage obligations, etc.

• Maintaining thorough and accurate contract files.

Develops EC business solutions by:

• Planning and implementing additional business processes and transactions that support the electronic methods of trading to streamline supply chain activities and automated purchasing functions; coordinating efforts and working with buyers and other purchasing department staff.

• Identifying and recommending the use of additional trading partners that will support this philosophy.

• Defining the business information that must be exchanged.

Supports the Management Team by:

• Providing training to purchasing staff members regarding the purchasing module and automated business partner.

• Meeting with System/Hospital managers, supervisors and staff to discuss supply needs.

• Working with vendors in assigned area of responsibility to ensure vendors understand organization's policies and procedures for operating within Beacon Health System.

• Identifying and documenting savings associated with product changes and system enhancements.

• Creating and maintaining statistical reports related to operational efficiencies, contract compliance and purchasing reports.

• Completing other job related duties as assigned.

Supports the Purchasing/Receiving and Warehouse Team by:

• Functioning as part of this team to include Executive Director of Supply Chain, Director of Purchasing, Director of Sourcing and Contracting and Materials Manager, promoting a sense of teamwork throughout and cohesiveness throughout the purchasing/receiving and warehouse staff.

• Facilitating the relationship of the Purchasing Department with Hospital Distribution and the Warehouse.

• Communicating routinely with the warehouse/receiving staff as a liaison for all aspects of purchasing, replenishing supplies and equipment acquisition.

• Assisting with the resolution of Accounts Payable discrepancies, establishing stock numbers, identifying product substitutions and coordinating safety requirements for product recall/alerts, MSDS's, etc.

• Keeping the Director apprised of operational and employee issues.

Represents Beacon Health System entities to appropriate purchasing groups by:

• Understanding the product needs of the internal customers of the Health System and representing those needs to the Purchasing Groups by attending group meetings and responding to surveys.

• Attending group purchasing meetings as necessary to support this function.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Completing other job related assignments and special projects as directed.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.

• Completes mandatory education, annual competencies and department specific education within established timeframes.

• Completes annual employee health requirements within established timeframes.

• Maintains license/certification, registration in good standing throughout fiscal year.

• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.

• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.

• Adheres to regulatory agency requirements, survey process and compliance.

• Complies with established organization and department policies.

• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.

• Cultivate human talent.

• Embrace performance improvement.

• Build greatness through accountability.

• Use information to improve and advance.

• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a Bachelor's Degree in Business Management, Supply Chain Management, or similar degree, or 10 years of direct supply chain experience. Master's Degree or related certification a plus. Experience must include utilization of an automated materials management and/or healthcare inventory system, EC applications and supervisory or demonstrated leadership experience. Knowledge of medical supplies, products and equipment is preferred.

Knowledge & Skills

• Requires a solid understanding of the business unit, including knowledge of the purchasing function, contract administration, EC/EDI applications and implementation of these applications, pricing trends, inventory, and market conditions.

• Demonstrates quantitative and analytical skills necessary to accomplish the responsibilities associated with this position, including proficient development of spreadsheet analysis tools.

• Requires strong negotiating, project management, contract administration, and organizational skills and ability to coordinate multiple tasks and projects.

• Demonstrates strong decision-making and problem-solving skills and independent judgment needed to adapt standard methods of practice to meet variations in facts and/or conditions.

• Demonstrates highly effective interpersonal skills necessary to work with varied individuals, both internally and externally.

• Demonstrates strong leadership skills necessary to elicit cooperation of purchasing/receiving, clinical and administrative staff for all aspects of sourcing functions.

• Demonstrates strong communication skills, both verbal and written, necessary to communicate in a clear and effective manner to groups and individuals.

• Intermediate knowledge of Microsoft Office Products (i.e., Outlook, Word, PowerPoint, Excel) required.

Working Conditions

• Works in an office environment.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.