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University of Rochester Supply Chain Spec I - 217927 in Rochester, New York

Supply Chain Spec I

Job ID

217927

Location

Strong Memorial Hospital

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 062 Clinical Engineering

Schedule

8 AM-4:30 PM

Responsibilities

Position Summary:

The Supply Chain Specialist is a member of the Clinical Engineering (CE) Department where teamwork, collaboration, and continuous development are essential as part of the UR Health system equipment management team. CE is responsible for providing service to Strong Memorial Hospital, Highland Hospital, Strong West, and all associated Urgent Care Centers and clinics.

The Clinical Engineering (CE) Supply Chain Specialist ensures specialty components, devices and parts are obtained in a clinically acceptable, regulatory approved, and fiscally responsible manner. Responsible for routine and non-routine duties requiring clinical, surgical, laboratory, or imaging specialty knowledge of supply chain and requirements. Works directly with department coworkers and various other contacts outside the department (i.e. departmental management/administration, Nursing, etc.), sets priorities and utilizes problem solving skills to obtain what is required for emergent, urgent and routine service and diagnostics for medical and imaging equipment. Responsible for resolving delivery and invoice discrepancies.

Responsibilities:

Procurement

  • Proactively reviews, monitors/maintains all systems for assigned medical and imaging equipment service requirements i.e.: notifications of scheduled Preventive Maintenance (PM) component specific needs (kits, batteries, etc.), and Reorder reports for inventory levels in assigned par locations. Applies knowledge of service specific requirements for obtaining appropriate supplies, products, test equipment or repair components. Determines and maintains optimal inventory levels to ensure product availability per customer (Biomedical and Imaging equipment technicians) requirements.

  • Using CMMS database, place orders as needed to maintain par levels. Identifies operational parameters, such as estimated quantities of inventory levels for biomedical and imaging technicians. Determines, urgency of request and maintains appropriate product levels to support efficient servicing of emergent and routine maintenance of hospital and affiliate operational needs.

  • Procures products necessary for emergent, urgent and elective equipment service. Creates purchase orders with purchasing authority up to $10,000 following hospital policies and maintaining fiscal responsibility.

  • Arranges for appropriate distribution of inventory in accordance to operational needs. Coordinates product to appropriate project and technician. Reconciles shipping data, work order request, and purchase order for accuracy and routes to finance clerk.

Documentation

  • Using McKesson Supply Chain Management software, records and reconciles invoices to orders placed and to CMMS work orders to verify component usage.

  • Creates and maintains par forms and custom requisitions where applicable. Works closely with vendors on consignment inventories. Resolves associated invoice discrepancies as required, adhering to all assigned departmental and University Financial policies and protocols.

Investigation/Validation

  • Verifies accuracy of shipments against purchase order. Reviews reports and checks on back orders daily. Makes alternative arrangements when appropriate and in urgent repair/service situations.

  • Monitors, updates and keeps current all associated par forms and spreadsheets for areas of responsibility. Utilizes Materials Management and departmental software to proactively assess, measure and track supply expenses and usage.

  • Utilizes inventory management tools and product knowledge to serve as a resource for assigned department supply requirements across the institution.

  • Actively engages in the semi-annual physical product inventory for as required by SMH Finance to meet cost accounting and regulatory requirements

  • Recommend corrective actions and monitor compliance to corrective action given.

Technical

  • Utilizes computerized battery reconditioning system to test, recondition, and verify condition of rechargeable batteries used in medical equipment.

  • Assigns unique part number identifier and maintains inventory of reconditioned batteries.

Support

  • Identifies, recommends and suggests solutions for problems relating to the product, process and/or ordering system. Recommends opportunities to reduce cost through consolidation of product, by using alternate vendors or other methods. Maintains physical space for inventory including relocation of supplies in various areas.

  • Supports and maintains space utilization. Monitors expiration dates in respective areas and remove expiring products according to policy.

  • Establishes, maintains and enhances optimal communication standards. Coordinates customized inventories for multidisciplinary departments.

  • Provide absence/vacation coverage for finance clerk and clerical staff to ensure seamless packing

  • list/invoice matching and phone coverage for work order dispatch.

  • Managing multiple requests and/or components of projects with appropriate documentation and status reports

  • Meeting with Department Leaders, Team Supervisors, Sr. Accountant, and report requesters to understand their data needs

  • Responding promptly to all problems keeping in mind the CE Team supports a user community that requires access to equipment information and business information 24 hours a day/ 7 days a week

Qualifications:

Two years post-high school education and one year of related work experience; or equivalent combination of education and experience. Medical terminology and supply chain experience is preferred.

Preferred Qualifications

  • AAS in related field or equivalent work experience

  • 2-3 years relevant work experience

  • Proven ability to work professionally and progressively in a matrix organization

  • Proven analytical and problem solving skills

  • Proven customer service orientation and excellent communication skills

  • Proven ability to work under pressure in a fast paced environment

  • Prior experience working with a CMMS system

  • Working knowledge of wide variety of electronic and mechanical parts terminology

  • Ability and initiative to learn new technologies

  • Ability to work independently with minimal supervision and be able to prioritize work to meet customers' needs

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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