Supplies and Materials Coordinator

Description

The Supplies and Materials Coordinator will coordinate and oversee the ordering, receiving and distribution of all specialty materials, supplies, instrumentation and equipment for the department to ensure ongoing maintenance of proper stock levels in accordance with established policies, standards, accrediting and licensing requirements. Responsible for all aspects of inventory management, both automated and non-automated processes. Supervise the staff to perform the ordering, receiving and distribution function.

Qualifications

• Minimum Education
  Associate's Degree Business or closely related field; equivalent combination of education and experience may substitute. (Required)
• Minimum Work Experience
  3 years Recent operating room experience as a surgical technician (Required) or 3 years Business associated field with purchasing experience and knowledge of perioperative specialty equipment. (Required)
• Required Skills/Knowledge
  Knowledge of aseptic technique. Basic calculations (addition, subtraction, multiplication and division). Human relations and interpersonal skills. Must be able to lift 50 pounds, know computer excel and word programs and ability to withstand extended periods of walking, standing and stooping and reaching. Demonstrates ability to apply knowledge and understanding of the practices, methods and protocols of ordering and charge procedures. Demonstrates ability to apply knowledge and understanding of Perioperative specialty equipment. Demonstrates personal responsibility for completion of all tasks through timely, thorough, clear and concise communication and documentation of outcomes. Demonstrates ability to communicate effectively with other members of the health care team. Demonstrates ability to apply good understanding of the practices and methods of record retention. Demonstrates ability to apply strong knowledge and understanding of applicable safety practices and regulations. Demonstrates ability to apply knowledge and understanding of all applicable regulatory requirements and standards for implants. Demonstrates ability to apply knowledge and understanding of the practices, methods and techniques of conducting physical inventory counts. Demonstrates ability to apply appropriate human relation skills by facilitating activities of others. Demonstrates ability to apply good understanding and knowledge of departmental purchasing budget and key volume indicators to maximize cost effective operations. Demonstrates ability to work effectively in stressful situations involving quickly changing priorities and display appropriate leadership skills to instill trust. Consistently demonstrates ability to professionally represent the hospital and department in all interactions/communications.

Functional Accountabilities

Supplies and Materials Ordering Process

• Prepare and coordinate ordering process for materials, specialty equipment and supplies to ensure availability of required items for procedures in accordance with established procedures.

• Work with staff who reports to coordinate all orders; work closely and in conjunction with management, specialty leaders and Clinical Coordinators on appropriate selection of new equipment, supplies and instrumentation; work closely and in conjunction with physician offices and Perioperative scheduling for acquisition of specialty items.

• Track and order approved capital equipment and supplies.

• Serve as liaison between Perioperative department and vendors to assist in timely delivery of product information.

• Actively participates in product Selection Committee.

Documentation

• Maintain appropriate documentation and/or copies of all equipment and supply files, capital equipment, requests and equipment operating manuals to ensure availability of source and reference materials.

Inventory

• Establish, coordinate and maintain utilization and inventory levels of specialty supplies; establish and maintain par level on all surgical supplies.

• Order, track and monitor implantable devices and surgical bone and tissue.

• Responsible for maintenance of all implant logs and reconcile implants on hand with what is logged in and in actual inventory.

• Work closely with specialty leaders and Clinical Coordinators to coordinate annual physical inventory of department supplies and equipment by providing time-lines and count sheets to ensure continuously accurate inventory records.

• Coordinate and schedule rentals, loans, borrowing and one time use items to ensure timely availability of items.

• Work with people who report to coordinate efforts of an adequate working inventory.

Equipment Maintenance

• Coordinate and oversee removal and processing of all FDA and company recalled equipment and supplies.

• Initiate requests for repair and/or replacement of equipment and instrumentation.

Finances

• Assist to prepare department annual and capital budgets by providing information and recommendation regarding supplies and equipment.

• Review invoices, compare quantity, item and price to purchase order and request approval for payment from Business Administrator.

• Forward to accounts payable noting any discrepancies/credits owed to ensure timely and accurate processing.

Organizational Accountabilities

Organizational Commitment/Identification

• Partner in the mission and upholds the core principles of the organization

• Committed to diversity and recognizes value of cultural ethnic differences

• Demonstrate personal and professional integrity

• Maintain confidentiality at all times

Customer Service

• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others’ ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance