Materials Management Manager at None

POSITION SUMMARY:

Under the supervision of the Administrator/CEO, the Materials Management Manager is responsible for managing the hospital’s supplies and equipment. The primary function of this position is purchasing hospital supplies, inventory management, and delivery of supplies. This position is responsible for the fiscal responsibilities associated with the purchasing and documentation of the equipment and supplies of the hospital. 

JOB SPECIFIC RESPONSIBILITIES:

•    Manages all departmental operating activities so that quality purchasing services and Materials Management processes are provided efficiently and effectively, meeting all applicable regulatory agencies and corporate guidelines. 

•    Investigate and respond appropriately to all complaints and take effective corrective action when necessary. 

•    Work with appropriate departments to reduce supply costs via reduced waste, minimizing loss to expiration, standardization, lower-cost alternatives, etc., while maintaining quality. 

•    Responsible for maintaining GPO or local contract compliance. Works to standardize supplies within the facility and controls the introduction of new products. 

•    Ensure proper procedures are followed for purchasing supplies and bringing new items into stock. 

•    Establish and maintain relationships with vendors and work with them to ensure contract compliance with pricing and resolve issues regarding deliveries (missing or damaged items, etc.) 

•    Efficiently procures through the use of purchasing requisition, capital expenditure request, and purchase orders on all supplies, equipment, and rentals for the hospital per purchasing category methods. Obtain Admin approval for all P.O.’s. 

•    Assures interdepartmental compliance in the proper use of purchase requisitions provided by the Materials Management/Purchasing Department. 

•    Facilitate supply purchases to maintain appropriate stock levels for all departments. 

•    Maintain supply order sheets (hard copy or electronic) 

•    Maintain asset tracking information. 

•    Perform cycle counts and inventory spot checks as needed. 

•    Maintain count sheets for physical inventory. 

•    Conducts physical inventory as scheduled by corporate finance. Coordinate physical counts with all departments requiring physical inventory. 

•    Run pre-count reports, key inventory counts after inventory audit, run post-count reports, analyze before and after results, and work with departments to resolve inventory issues. 

•    Work with vendors, suppliers, or appropriate department Managers to resolve backorders and plan for expected shortages when possible. 

•    Follows Accounts Payable’s guidelines for General Ledger assignments for all items. 

•    Works with Accounts Payable for reconciliation of invoices and monitors all purchase orders closely to resolve invoice issues/discrepancies. 

•    Supervises the labeling of patient chargeable versus non-chargeable to ensure proper billing of patient supplies. 

•    Supervises all shipping, receiving, warehousing, general stores, and supply distribution to assure accuracy and efficiency. Processes items for shipping via FedEx, UPS, USPS, or any other approved shipping services. 

•    Manages and acts as a liaison between departments and Biomedical Services to ensure medical equipment in the facility complies with the facility equipment management plan. 

•    Investigate all recall/field correction notices and take action as appropriate, including reporting all received notices to Quality Assurance and necessary departments as needed. 

•    Acts as an oversight on the sterilization process that involves disinfection equipment such as endoscope cleaner and autoclave. 

•    Assists in the planning and budgeting of the hospital for future acquisitions. 

•    Monitors and reports supply expenses to administration and finance team based on established methods. 

•    Utilize hospital software to track purchases and inventory movement to and from departments, expired/wasted goods, samples, etc. 

•    Use software reports exported to Excel to review usage, case cost, etc., as needed or requested. 

•    Submits charge master/charge code request form for approved new products to the corporate accounting department. 

•    Works with corporate revenue dept. and Business Office as needed to code charge master items/procedures properly. 

•    Run routine month-end reports and ensure accuracy. 

•    Ensure that scheduled maintenance and safety checks are completed as scheduled. 

•    Responsible for processing defective biomed equipment for repair via biomed services or warranty service providers. 

•    Maintain maintenance and/or repair records on all equipment. 

•    Arrange for all new equipment to undergo proper Biomed/safety checks before being placed in service. 

•    Assumes responsibility for professional educational development to ensure appropriate knowledge of advances in the purchasing profession. 

•    Maintains purchasing Material management documents that meet DNV standards. 

•    Develops and maintains departmental policies and procedures continuously and updates as needed. 

•    Attends and participates in all hospital management training and development workshops as scheduled by the hospital. 

•    Identifies personal and professional areas for improvement and actively seeks ways to meet hospital developmental needs. 

•    Performs other duties as assigned or required. 

POSITION QUALIFICATIONS:

EDUCATION:

•    Minimum of Associate degree preferred. 

EXPERIENCE:

•    Minimum two years experience in healthcare materials management 

•    Prefer an additional two years in a leadership role 

LICENSURE/CERTIFICATION:

•    None