Manager Materials Management - Inventory PAVLS at Penn Medicine

About the role

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical, and business professionals across all disciplines. The Materials Management Manager ensures operations are handled efficiently to support uninterrupted patient care across the HUP campus, overseeing multiple areas within the department and teams that may include frontline staff and supervisory-level employees.

Operating in a complex, multi-building environment, this role coordinates logistics, streamlines inventory control processes, and ensures compliance with regulatory standards. Strong communication, organizational, and problem-solving skills are essential, along with a deep understanding of healthcare supply chain operations.

Responsibilities

• General
  • Provide leadership, training, and performance management to maintain a high-functioning, service-oriented department.
  • Supervise day-to-day operations of materials management teams, including operations spanning multiple buildings and/or shifts.
  • Provide direct oversight to frontline staff and supervisors, including task assignments, scheduling, coaching, and performance feedback.
  • Ensure timely delivery and replenishment of supplies to nursing units, procedural areas, and support departments.
  • Maintain clean, organized, and compliant storage areas throughout the facility.
  • Work with clinical and departmental staff to understand and respond to supply needs and priorities.
  • Coach employees on department procedures, equipment use, hospital protocols, and customer service expectations.
  • Support implementation of process improvements that increase efficiency and reduce delays or errors.
  • Utilize PennforFSM to track supply movement and generate basic reports.
  • Communicate effectively with internal stakeholders to coordinate operational logistics.
• Equipment
  • Ensure supervisors and staff adhere to manufacturers’ Instructions for Use (IFUs) for cleaning and decontaminating medical devices, maintaining compliance with infection control standards and preventative maintenance protocols.
  • Oversee the development and implementation of logistics for equipment cleaning, storage of clean equipment, and restocking processes to ensure operational efficiency and regulatory compliance.
  • Monitor and manage inventory levels of all assigned patient care equipment to align with institutional demands and patient care needs.
  • Provide leadership and strategic oversight to the RFID Coordinator and Patient Equipment Coordinator, ensuring alignment with departmental goals and performance expectations.
  • Establish performance standards for staff and supervisors, and ensure adequate staffing levels to support continuous and safe equipment availability.
• Linen
  • Track laundry activity throughout the organization and suggest supply ordering.
  • Organize inventory quality control checks and department meetings.
  • Meet with Laundry and Textile vendors as needed to ensure smooth operation of the department.
  • Distribute daily reports for end-of-shift compliance and issues.
• Mailroom
  • Supervise mailroom operations, including receipt, sorting, distribution, and dispatch of all internal and external mail and packages.
  • Monitor workflow to ensure timely and accurate mail delivery to hospital departments, clinics, and administrative areas.
  • Coordinate with USPS, FedEx, UPS, couriers, and other carriers regarding incoming/outgoing deliveries and pickups.
• Receiving
  • Ensure accuracy in the matching of purchase orders, packing slips, and items received.
  • Direct and schedule receiving personnel to maintain workflow efficiency and timely distribution.
  • Monitor and maintain inventory records within PennforFSM.
  • Ensure all items are properly labeled, stored, or distributed to appropriate departments in a timely manner.
  • Coordinate with Purchasing, Accounts Payable, and hospital departments to resolve shipment discrepancies, damages, or delays.
• Storeroom
  • Provide direct supervision and leadership to distribution staff and/or supervisors.
  • Serve as a liaison with Nursing, Administrative, and Support Services departments to promote and enhance the hospital’s internal specialty equipment program by introducing new technologies, procedures, and evaluating the impact of process improvements.
  • Oversee inventory management for patient care equipment and supplies; analyze data using InforFSM to maintain optimal par levels and coordinate with vendors to ensure consistent product availability.
  • Monitor and track all pending equipment orders to guarantee timely delivery from vendors and prompt distribution to requesting departments.
  • Conduct regular rounds throughout the facility to assess service performance, address operational issues, and reinforce standards of excellence in equipment support.
  • Ensure that all soiled equipment – including IV pumps, commodes, and traction devices – is retrieved, decontaminated, and prepared for safe reuse in accordance with infection prevention protocols.
  • Maintain accurate inventory control, working closely with staff to ensure proper item issuance, charging practices, and documentation.

Requirements

• High School Diploma or GED (Required).
• Driver’s License may be required based on areas of responsibility.
• 7+ years of Materials Management and/or Supply Chain experience.

Benefits

We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Our employee benefits programs help our employees get healthy and stay healthy.