Materials Coordinator, Part-Time

At ScionHealth, we empower our caregivers to do what they do best. We value every voice by caring deeply for every patient and each other. We show courage by running toward the challenge and we lean into new ideas by embracing curiosity and question asking. Together, we create our culture by living our values in our day-to-day interactions with our patients and teammates.

Job Summary:

• 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. He/She coordinates form management and office supply management, ordering, and discharging of equipment throughout the hospital and maintaining adequate inventory of equipment and disposables
• Processes orders for hospital areas according to established department procedures, in a timely and professional manner. Maintains all entries and data in Meditech according to policy and procedure. All requisitions are reviewed as received and prices are researched accordingly. Inputs purchase orders daily and distributes copies to departments as necessary. Compares purchase orders to requisition and corrects mistakes. Appropriately uses available technology to enhance both the creation and placement of orders (i.e., computer, fax, phone). Prioritizes work to ensure requisitions are processed in an average of three working days as noted by the date on the requisition Completed requisitions are returned to the requester within five working days (barring extraordinary circumstances)."Duties will include Entering/maintain rental orders in the OE module of Meditech" 
• Assumes responsibility for the accuracy of pricing on all orders processed: Invoices variances will be resolved within five working days as evidenced on the invoice variance report. Prices are verified at time of order placement as indicated by the invoice variance report. Demonstrates a full understanding of hospital's payment terms while negotiating with vendors as noted by payment terms in the vendor file
• Organizes and coordinates materials management functions and activities: Implements inventory control system for the hospital. Maintains an effective charging system for materials and supplies. Coordinates forms and office supply management
• Monitors status of all items ordered: Back orders are tracked daily until received. Alternate suppliers/products are investigated immediately if original products are not available. Approvals are obtained for any substitutes to ensure user areas receive appropriate and essential supplies as noted by department
• Demonstrates willingness to be efficient and cost effective via: Manages time to stay within budgetary limitations. Meets with vendors to reduce cost. Works with departments to reduce lost equipment charges. Recommends way to reduce expenditures and/or enhance revenues without compromising quality of services
• Promotes efficient use of departmental supplies and equipment via: Ensures equipment is in good working order. Reports equipment problems to appropriate vendors promptly. Demonstrates ability to be cost effective when recommending equipment acquisitions/modifications for patient care activities. Assist with maintaining adequate inventory of supplies and equipment
• Provides Materials Management consultation for all Hospital departments in usage, inventory control, standardization and cost containment. Handles receiving issues concerning damaged inventory, goods, over shipments, and short shipments of vendor items: Correctly processes paperwork and documents purchase orders to resolve all issues. Contacts vendor for the purpose of resolving discrepancies
• Vendor Relations: Conducts all negotiations with vendors in a manner reflective of proper business ethics to include maintaining confidentiality of all vendor information, resolving discrepancies, arranging for repair and replacement of equipment, discussing new and/or alternate products, and scheduling vendor visits with departments as necessary. Verifies pricing availability and calls vendor with invalid orders that have been rejected on the original order. 
• Makes necessary adjustments on all purchase orders after receiving a confirmation that shows information from vendor’s system. Verified correct price, department code, and expense code on items. Carries out controls and procedures for obtaining lower prices of quality merchandise
• Obtains quotes from a minimum of three vendors (when requested}, if the amount is over $500.00 and not on contract. Maintains hospital equipment inventory to hospital standard. Ensures proper rental and lease practices. 
• Organizes and controls semi-yearly equipment physical inventory. Monitors and controls movement of equipment within the hospital. Selects, orients, trains, schedules, assigns, directs and supervises department personnel. Evaluates work performance and initiates or recommends personnel actions such as merit increases, promotions, demotions, transfers, disciplinary action and or termination

Knowledge/Skills/Abilities/Expectations:

• Must be attentive to detail and respect confidentiality of information relating to contracts, price lists and bids
• Must be able to read, write, and speak English, as well as possess good verbal and written communications skills
• Basic computer skills with minimal guidance 
• Must read, write and speak fluent English
• Must have good and regular attendance
• Performs other related duties as assigned

Education:

• High school diploma or equivalent 

Licenses/Certification:

• None

Experience:

• Three years' experience in a position similar to that of buyer or business experience
• Essential Functions