IPS Admin Supervisor (34215)

Job Summary

The IPS Administrative Supervisor at KLS Martin provides leadership and oversight for the IPS Administration team, managing daily workflow, priorities, and performance to ensure accurate, timely case processing. This role maintains comprehensive knowledge of IPS Administration processes, including order setup, invoicing, revisions, and documentation compliance. The Supervisor develops and maintains Standard Operating Procedures (SOPs), trains and mentors staff, and serves as the decision-maker for complex or escalated cases. By monitoring Key Performance Indicators (KPIs), financial activities, and system data, the Supervisor drives efficiency, accuracy, and continuous improvement while ensuring compliance with quality, safety, and regulatory standards.

Essential Functions, Duties, And Responsibilities

• Supervise daily operations of the IPS Admin team, ensuring accuracy, consistency, and adherence to documented procedures.
• Maintain comprehensive knowledge of IPS Administration processes, including case entry, order setup, invoicing, revisions, and workflow timing, while overseeing compliance with controlled procedures, quality requirements, and internal documentation standards.
• Provide training, coaching, and development for team members, including onboarding, process updates, and performance improvement.
• Manage SAP transactions related to IPS Admin tasks, including sales order creation, goods receipt entry, material movement, pricing maintenance, and case documentation.
• Develop, update, and maintain SOPs, process maps, and reference materials to ensure consistency, minimize errors, and support continuous learning.
• Monitor team productivity, accuracy, workload, and attendance, making adjustments as necessary and documenting evaluations to support accountability and departmental goals.
• Lead process improvement initiatives to streamline workflows, reduce rework, and increase efficiency across IPS Administration.
• Serve as the decision-maker for complex or exception cases, providing guidance on escalated issues, NCMRs, and system troubleshooting.
• Track and oversee pricing adjustments, monthly SAP inventory activities, and other financial transactions in alignment with departmental requirements.
• Monitor, collect, and analyze KPIs and production statistics, preparing reports to evaluate performance, identify improvement opportunities, and guide operational decisions.
• Perform other related duties as assigned.

Qualifications

• Educational and Experience Requirements: High school diploma or equivalent, AA degree preferred or equivalent combination of education and experience. Two years related experience or equivalent combination of education and experience.
• Knowledge, Skills, And Abilities: Comprehensive knowledge of IPS Administration processes, including case entry, order setup, invoicing, revisions, and workflow timing, with the ability to oversee compliance and ensure accuracy. Strong understanding of documentation practices, with the ability to audit Device History Records (DHRs) and case files for completeness, accuracy, and compliance. Ability to learn and apply skills with electronic tools and systems for monitoring workflows, generating reports, managing documentation, and overseeing SAP transactions. Attention to detail and accuracy in managing sensitive records, financial entries, and inventory adjustments in alignment with quality standards. Ability to coordinate multiple priorities, assign resources, and balance workloads effectively to meet departmental goals. Effective leadership and communication skills, with the ability to train, mentor, and provide empathetic guidance to team members. Strong organizational skills to maintain departmental efficiency, audit-ready documentation, and accurate reporting. Ability to identify and drive process improvements, implementing sustainable solutions to enhance efficiency and reduce rework. Commitment to upholding KLS Martin’s workplace safety standards. Adhere and support HIPAA business partner requirements, KLS Martin’s quality policy, including FDA requirements and ISO 13485 standards relating to IPS Administration.
• Skill Requirements: Typing/computer keyboard, Utilize computer software (specified above), Retrieve and compile information, Maintain records/logs, Verify data and information, Organize and prioritize information/tasks, Operate office equipment, Verbal communication, Written communication, Public speaking/group presentations, Research, analyze and interpret information, Investigate, evaluate, recommend action, Leadership and supervisory, managing people, Basic mathematical concepts (e.g. add, subtract).
• Physical Requirements: Sitting for extended periods, Extended periods viewing computer screen, Walking, Reading, Speaking, Hear/Listen, Maintain regular, punctual attendance, Lifting/carrying up to 20 pounds various items, Repetitive Motions, Writing, Hazards Office working environment.