Materials Management Coordinator

MATERIAL MANAGEMENT COORDINATOR

Summary: Purchases and distributes materials, equipment and supplies in the hospital by performing the following duties.

Essential Duties and Responsibilities include the following:

Completes purchase orders for supplies and equipment. Follow-up with vendors to ensure orders were received.

Monitor minimum/maximum inventory levels within the organization to maintain appropriate levels of all stock in all inventory locations.

Plans, organizes, directs, and controls activities related to the procurement of non-pharmacy related materials and supplies.

Responsible for completing inventory "cycle counts" of all storeroom supplies. Considering product allocation, makes recommendations for proper adjustments to "current-on-hand" to reflect actual count values.

Responsible for the disposition of damaged, obsolete or outdated storeroom supply items according to the department policy.

Assists Accounts Payable with correctly matching purchase orders and invoices.

Maintains inventory in the stockroom, rotates stock in stockroom when adding new inventory, assists with the annual inventory and maintains inventory in the computer system.

Maintains proper security in the stockrooms.

Fills Supply Requisitions from Meditech applications for all hospital departments in a timely manner.

Monitors correct labeling on supplies placed in the designated storeroom locations to ensure proper charging.

Delivers incoming merchandise to proper location or labels for delivery to locations by other associates.

Unpacks incoming merchandise, checks condition of packaging, and documents all incoming merchandise for inventory control.

Works matched exceptions and open order reports.

Review all recall notifications and share information with appropriate departments. Document steps and actions taken.

Recruits and maintains suppliers that provide high quality products and services at a better price while maintaining the highest code of ethics and conduct.

Complete an annual year-end inventory count and maintain inventory in the computer system.

Prepares and issues as well as oversees the process of preparing purchase orders and change notices.

Reviews purchase orders for conformance to hospital policy.

Reviews contracts, bids, proposals, and vendor agreements for legal correctness, price, and acceptability of items to specifications.

Oversees all activities related to procurement of a commodity, from intent to purchase through delivery of commodity.

Phones for service on copiers and fax machines as needed.

Returns defective or unwanted items to vendors by completing shipping documents and notification of the shipping vendor.

Consistently communicates with PSI Supply Chain Solutions to inform them of any capital purchases, service contracts, product conversions, policy and procedure creations and edits, or any other project that would require assistance.

Other duties as assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Behavioral Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Decision Making/Judgement

• Demonstrates the ability to secure and evaluate facts in making decisions and taking action and makes decisions in a timely manner; Makes good decisions when faced with new situations or incomplete information; Is able to effectively prioritize tasks; Approaches problems, challenges and new situations in an organized manner; Demonstrates flexibility and creativity in finding workable solutions and avoids recurring problems.

Communication/Interpersonal Skills

• Demonstrates the organization's cardinal value; to honor the dignity and worth of each individual; Relates to others in an honest, straightforward fashion and is professional verbally and non-verbally; Resolves conflict in a positive manner; Actively listens with a sincere attempt to understand and values different points of view; Respects the confidentiality of patient and employee information.

Teamwork

• Contributes to a climate where employees want to do their best and work together as a team; Accepts responsibility for establishing and maintaining a healthy relationship with every member of the staff; Assists co-workers as needed; Displays a positive, cooperative team attitude and recognizes the achievement of others.

Change Management

• Is open to change and makes suggestions for change; Maintains a positive attitude regarding change.

Customer Service

• Encourages and empowers staff to provide excellent customer service; Is a positive role model for patient and employee confidentiality; Maintains a professional demeanor and a positive attitude. Treats patients and co-workers with respect and professionalism; Assists others in the department and throughout the hospital; Takes initiative in working to solve customer complaints; Displays a "can do" attitude.

Stewardship

• Demonstrates a commitment to cost effectiveness and sound business practices; Conserves resources whenever appropriate.

Initiative

• Recognizes and follows through with duties that need to be performed; Seeks out new assignments and assumes additional duties; Makes suggestions for improving procedures; Commits time and effort to hospital committees and community service; Participates in department in-service programs and takes responsibility for personal and professional growth.

Dependability/Reliability

• Reports to work in a regular and timely manner and is willing to make schedule adjustments related to changes in workload activity; Accepts delegation responsibly and can be relied upon to perform duties and complete assignments independently and in a reasonable time frame; Observes appropriate work breaks and meal periods; Attends mandatory meetings and in-services; Demonstrates commitment and responsibility.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school education or equivalent required; medical terminology training preferred. Previous supply chain experience preferred.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos.

Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to managers, physicians, employees, and the general public.

Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: PC skills required; experience with purchasing software preferred. Proficient in Microsoft Office Suite.

Certificates, Licenses, Registrations: Valid Ohio driver's license required

Age Specific Competencies: Knowledge and application of growth and development principles; utilization of effective communication strategies; implementation of specific technical factors.

Adult; 18-65 years of age

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to walk; reach with hands and arms and talk or hear.

The employee is occasionally required to stand; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Must be free of all unlawful substances and alcohol.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; fumes or airborne particles; outside weather conditions; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.