Material Coordinator

About the Facility

Kindred Hospital Dayton and Behavioral Health Unit (BHU) is a 97-bed hospital. With 51 long-term acute care hospital (LTACH) beds, we offer the same in-depth care you would receive in a traditional hospital, but for an extended recovery period. Our 46-bed behavioral health unit offers treatment for adults ages 18+, including dedicated services for geriatric patients. The unit provides 24-hour supervised psychiatric treatment and crisis support for mental health issues. Like the LTACH, we partner with your physician and offer 24-hour clinical care seven days a week to support your journey to wellness. We are located downtown Dayton near the I-75 and I-35 junction, to the west of the Great Miami River.

About the Role

Responsible for the day-to-day activities of the purchasing department, including receiving, labeling, stocking, auditing, inventory, and distribution of supplies and materials to all areas of the facility, as well as timely submission of patient supply charges. Coordinates form management, office supply management, ordering, and discharging of equipment throughout the hospital while maintaining adequate inventory of equipment and disposables.

Responsibilities

• Process orders for hospital areas according to established department procedures in a timely and professional manner.
• Maintain all entries and data in Meditech according to policy and procedure.
• Review requisitions as received and research prices accordingly.
• Input purchase orders daily and distribute copies to departments as necessary.
• Compare purchase orders to requisitions and correct mistakes.
• Use available technology (e.g., computer, fax, phone) to enhance order creation and placement.
• Prioritize work to ensure requisitions are processed in an average of three working days.
• Return completed requisitions to the requester within five working days (barring extraordinary circumstances).
• Enter and maintain rental orders in the OE module of Meditech.
• Ensure accuracy of pricing on all orders processed; resolve invoice variances within five working days.
• Verify prices at the time of order placement as indicated by the invoice variance report.
• Demonstrate a full understanding of the hospital's payment terms while negotiating with vendors.
• Organize and coordinate materials management functions and activities, including implementing an inventory control system and maintaining an effective charging system for materials and supplies.
• Coordinate forms and office supply management.
• Monitor the status of all items ordered; track back orders daily until received.
• Investigate alternate suppliers/products immediately if original products are not available.
• Obtain approvals for any substitutes to ensure user areas receive appropriate and essential supplies.
• Manage time to stay within budgetary limitations and meet with vendors to reduce costs.
• Work with departments to reduce lost equipment charges and recommend ways to reduce expenditures or enhance revenues without compromising quality.
• Promote efficient use of departmental supplies and equipment; ensure equipment is in good working order and report problems promptly.
• Assist with maintaining adequate inventory of supplies and equipment.
• Provide Materials Management consultation for all hospital departments in usage, inventory control, standardization, and cost containment.
• Handle receiving issues concerning damaged inventory, over shipments, and short shipments; process paperwork and contact vendors to resolve discrepancies.
• Maintain vendor relations by conducting negotiations ethically, resolving discrepancies, arranging repairs or replacements, discussing new or alternate products, and scheduling vendor visits.
• Verify pricing availability and contact vendors regarding invalid orders rejected on the original order.
• Make necessary adjustments on purchase orders after receiving vendor confirmations.
• Ensure correct price, department code, and expense code on items.
• Obtain quotes from a minimum of three vendors (if the amount is over $500.00 and not on contract).
• Maintain hospital equipment inventory to hospital standards and ensure proper rental and lease practices.
• Organize and control semi-yearly equipment physical inventory and monitor movement of equipment within the hospital.
• Select, orient, train, schedule, assign, direct, and supervise department personnel.
• Evaluate work performance and initiate or recommend personnel actions such as merit increases, promotions, demotions, transfers, disciplinary action, or termination.
• Perform other related duties as assigned.

Requirements

• Attentive to detail and respect confidentiality of information relating to contracts, price lists, and bids.
• Able to read, write, and speak English fluently, with good verbal and written communication skills.
• Basic computer skills with minimal guidance.
• Good and regular attendance.

Qualifications

• High School Diploma or equivalent, including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role.
• 1+ years of experience in a hospital or environment similar to the current structure (preferred).