Supervisor Inventory and Logistics

8am–5pm, rotating weekends

About the role

Under limited supervision, oversees and coordinates the logistical process of patient care supplies and other related institutional assets. Responsible for the maintenance of both the physical storage sites and the automated databases utilized for maximum asset tracking and control. Fulfillment of the job duties requires access to medication storage areas.

Responsibilities

• Directly supervises personnel assigned to both the physical storage of assets and the automated management systems employed to support these activities.
• Trains and recommends corrective action for staff as necessary to maximize productivity and effectiveness while maintaining cohesiveness and morale.
• Develops hierarchical structure to assure timely completion of tasks and accuracy of duties.
• Ensures performance capabilities and cross-training of staff to integrate both the physical and automated daily requirements.
• Provides input to manager regarding staff performance.
• Develops in staff an active customer-focused orientation responsive to needs of Procurement Services, Information Systems, and Patient Accounting, including:
  • Product evaluations, product failure and recalls, vendor conflicts, and service level shifts.
  • Seasonal demand shifts and their impact on inventory locations throughout the hospital.
• Maintains computerized systems and interactive master files; coordinates these databases with end-users and Information Systems staff.
• Gathers and analyzes data to:
  • Track on-hand asset values across the system, leveraging total available against current need.
  • Manipulate data to produce utilization reports that proactively flex financial requirements with on-hand balances.
• Maintains close working relationships with other supply location departments to integrate central asset management systems with remote inventory locations or end-user demands.
• Recommends updates for policies and procedures for asset control, supply maintenance, and distribution practices.
• Monitors and directs the flow of supplies and equipment in units by observing supply levels and recording the type and quantity of stock needed.
• Recommends changes in supply levels to unit management.
• Prepares and submits purchase order forms and maintenance requests to Purchasing, Clinical Engineering, and Facilities Management.
• Logs, files, and records purchase orders in a computerized filing system.
• Maintains computerized inventory of equipment.
• Meets with Clinical leadership to determine equipment and supply needs of the units.
• Discusses and investigates supply, maintenance, or housekeeping-related concerns affecting unit operations.
• Verifies the accuracy of monthly changes with the PCS Manager.
• Maintains close contact with Maintenance, Construction, Linen, Clinical Engineering, and Housekeeping personnel to ensure timely fulfillment of maintenance, repair, and housekeeping requests.
• Ensures units are compliant with Joint Commission and other outside regulators’ standards regarding the environment of care.
• Communicates with outside vendors to place orders or resolve purchasing or billing problems to assure timely receipt of supplies.
• Receives incoming supplies daily; verifies delivery with par levels.
• Coordinates with Owens & Minor and Central Sterile Processing personnel to ensure supplies are stocked according to par levels.
• Coordinates all activities with Supply Chain Management to:
  • Take advantage of pricing/contractual benefits.
  • Establish and maintain good working relationships with vendors to facilitate relationships and reduce system costs.
  • Assist in monitoring vendor representatives.
• Contributes to interdepartmental committees and activities supporting institutional goals.
• Provides departmental operations data for administrative reports or committee studies as required.
• Actively participates and supports GPO activities.
• Serves on Value Analysis Committees or product evaluation committees as assigned.
• Works cooperatively with the Department of Finance/Reimbursement to keep the patient reimbursement system current, accurate, and in sync with acquisition costs.

Requirements

• High School Diploma or equivalent (GED) is required.
• Associate’s degree or equivalent in a business-related discipline is preferred.
• Three years of progressively responsible technical experience in inventory management systems, including buyer experience.
• One year of lead experience is preferred.
• Training or exposure to system analytical procedures.
• Experience with computers, local area networks, and relational databases.