Materials Manager

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

The Materials Manager oversees the daily operations of supplies and inventory of the Ambulatory Surgical Center. Provides supervision of inventory-level maintenance by ensuring that orders, receiving of supplies, issues, receipts, and returns are performed correctly. Assumes ultimate responsibility of storeroom environment of care issues. Thoroughly understands and carries out each functional component of supply tasks and makes thoughtful decisions for the benefit of the organization. Establishes par levels and monitors par-level compliance through monthly inventory controls. Proactively identifies opportunities and develops and implements plans to achieve expense reduction initiatives and reports this progress to the Administrator and/or Clinical Manager. Schedules and performs all OR supply distribution activities and ensures supply stock is present at all times. Enforces any policies pertaining to vendors, grants vendors access to Center's information and to the physical environment only as it serves the needs of the Center, and reinforces guidelines among the staff. Works collaboratively with Administration on the implementation of new technology and maintains and acts as a "power user" of IT systems in use by the OR. Provides support, guidance, and basic-use training to other staff members.

Job Description:

RESPONSIBILITIES:

• Performs daily procurement operations to include par-level compliance, order placement, order receipts, stock put-away, cycle counts, par counts and monitors new technology for all supply staff (assistants and coordinators).

• Assumes responsibility for overseeing the proper use of the inventory management application.

• Performs order management functions, forecasts supply needs to eliminate avoidable stock-outs. Provides support for emergency acquisition situations and coordinates logistical details of obtaining necessary supplies on time.

• Pursues continuous improvements of the distribution of supplies in the OR to identify and implement expense reduction initiatives; reports to the Administrator and Nurse Director on expense reduction initiatives and proposals obtained from supply vendors.

• Supervises timely resolution of Accounts Payable issues to avoid institutional credit holds and avoids disruptions caused by any supply outages

• Participates in the review of new technology and works within cross-functional teams to reach sound decisions by planning and implementing all standardization and expense reduction initiatives.

• Works with Administration in the adoption and implementation of meaningful industry benchmarks to measure constant process improvement.

• Assumes responsibility for the proper use of the OR's computer systems and others as implemented. Facilitates and monitors the tracking of supplies at the case level by OR staff using computer software systems. Provides coverage of these systems and displays openness for adopting new systems.

• Displays a friendly and cheerful attitude. Possesses good interpersonal skills, deals with conflict constructively and with a mindset toward problem resolution.

• Works within established workflows and proposes changes to them collaboratively and with a goal of continuous process improvement.

• Shares information readily.

• Provides data and input to A/R staff and third-party payer resources as directed for the timely filing of materials for payer reimbursement.

• Responsible for supervisory control of storeroom inventories, orders, issuing returns, and receiving for all supply staff in any of the OR supply areas to include Bone and Tissue.

• Will work with the Administrator and Nurse Director to report, review and assist in facilitating new technology review and implementation of supply related items.

• Assumes responsibility for stock-outs or related supply issues in the storerooms.

• Responsible for managing decisions in conjunction with the Administrator and Nurse Director involving back-ordered product to include ensuring there is an appropriate coverage strategy and communication with OR nursing staff, physicians and administrative staff.

• Assumes responsibility for storeroom environment of care issues such as room cleanliness, maintaining expiration date checks, no products on the floor, eighteen-inch clearance of supply from the ceiling, product bins properly labeled, pars established, and staff work areas neat and organized.

• Assumes responsibility to locate lost packages, report damaged products, or settle receiving discrepancies.

• Enforces the vendor access guidelines to include policing new technology, reporting unauthorized vendors, and ensuring HIPAA compliance.

EDUCATION

• BS/BA or Associates Degree preferred, high school diploma required.

EXPERIENCE

• Three to five years working in a materials management capacity, preferred.

• Experience in the Operating Room of an ASC or hospital supply area is highly preferred.

• Must have demonstrated knowledge and experience with materials management functions of inventory, ordering/purchasing, receipt and stocking, accounts payable, review of usage report data and development of appropriate PAR levels.

• Must have experience with standard business software to include Microsoft Word and Excel, as well as specific materials management programs such as ENVI and other bar code and/or RFID based tracking systems.

• Knowledge of regulatory requirements for management and storage of materials in a health care environment.

SPECIAL SKILLS

• Must possess excellent planning and written/ oral communication skills.

• Must have excellent time management skills and demonstrated ability to prioritize and follow through on completion of operational and project related assignments.

• Must be able to operate and instruct others in computer/software operation for data entry, extraction, report generation and information management. Must clearly define, organize, prioritize, and communicate performance expectations and accountabilities as related to daily operations and to specific performance improvement initiatives.

• Must be able to monitor, assess and drive desired performance to established goals, and/or to develop action plans to correct deficiencies.

• Must ensure continual state of readiness for regulatory inspection to include specific materials standards and general environment of care standards. Must implement, monitor and manage systems to ensure product availability prior to scheduled surgery.

ACCOUNTABILITY

• Complies with the facility's time and attendance policy.

• Promotes teamwork between people, departments and services

• Uses effective communication skills to create a culture of collaboration and respect.

• Accepts suggestions and feedback from others.

• Adheres to the professional standards set forth in the Employee Handbook.

FLSA Status:

Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.