Job Description

The specialist – Inventory & Parts supports the Manager, Service Contract Management & Procurement and is responsible for the sourcing and procurement of quality medical equipment parts and supplies at the lowest possible cost and highest quality. The specialist is responsible for prioritizing parts requests received from all UMMS member hospitals based on defined criteria, sourcing and ordering parts from appropriate vendors, and ensuring orders are accurate, arrive on time, and ensure follow up for all orders placed. The specialist should have a customer centric approach and work to proactively provide solutions to the UMMS Clinical Engineering departments. The specialist should also maintain a working knowledge of medical issues and clinical engineering equipment in the modalities of Imaging, Lab and Biomed and understand the vendor landscape needed to support Clinical Engineering efforts.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Understand and maintain established departmental goals, objectives, policies and procedures such as: processing purchase requisitions within established timelines, and meeting customer service standards
2. Prioritize parts requests based on urgency and criticality. Order parts from vendors; audit Purchase Orders (PO) for accuracy
3. Utilize vendor and shipping websites to acquire tracking information; reconcile with timeframes submitted by technicians to ensure timely delivery
4. Analyze submitted and possible vendors for sourcing; utilize INFOR software to ensure proper system flow of the Request to Purchase (RTP) ordering process
5. Research alternative vendors through internet searches, phone calls, trade magazines, past order history, CMMS database, and input from fellow associates
6. Select cost effective sources for parts considering timeliness, price, quality, part specifications, and past order history; employ working knowledge of contractual relationships and discount structures
7. Assist new sites in setup and understanding of the purchasing process. Respond to technician questions concerning purchasing procedures and processes. Support technicians and vendors with part identification, emergency orders, and order statuses.
8. Provide support for procedural and technical software process flow; assure parts are being ordered correctly.
9. Follow the life cycle of an order from inception to delivery.
10. Manage quality returns as required. Manage core exchanges as needed
11. Performs other duties as necessary

Qualifications

Education and Experience

1. Associates degree or equivalent degree required
2. Bachelor's degree preferred
3. Minimum 2 years purchasing experience required with experience in healthcare industry preferred including working knowledge of clinical engineering technology
4. Requires good interpersonal skills to be able to communicate with staff in Clinical Engineering, Supply Chain, Finance and Accounts Payable Departments
5. Knowledge of Microsoft Office applications required
6. Must have demonstrated strong written, verbal and presentational communication skills

Knowledge, Skills and Abilities

1. Demonstrates ability to simultaneously prioritize and manage work requests and activities.
2. Demonstrates desire to find the most efficient and effective method of performing activities.
3. Demonstrates ability to introduce and adapt to new and/or changed procedures and processes and related knowledge transfer sharing with other staff.
4. Demonstrates ability to focus on customer service.
5. Demonstrated experience with data analysis, modeling and reporting tools.
6. Demonstrates ability to pay attention to detail and possesses strong interpersonal skills and good communication skills.
7. Demonstrates ability to work independently and effectively in a team-oriented environment.

Additional Information

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