Senior Materials Management IS Administrator Facility: Beth Israel Lahey Health - Non Executive Charlestown, MA 05/29/2024

Job Type : Regular

Time Type : Full time

Work Shift : Day (United States of America)

FLSA Status : Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Represents Lahey Health MMIS Supply chain functions in the implementation and training of Inventory and Purchasing systems, including the PeopleSoft Materials Management System and GHX EDI.

Manages the item master file data and procedures to ensure that required information is accurately and securely maintained.

Provides responsive information in the form of reports and statistical presentations to management and others with authorized access.

Implements new programs and systems using product and usage data to support all business and functional areas. Provides day-to-day guidance and direction for all resources assigned to Supply Chain and Purchasing in regards to information systems and inventory control functions.

Acts as the lead resource and provides guidance to the MMIS administrator.

Job Description :

Essential Duties & Responsibilities including but not limited to :

1. Co-lead, with the Director of Purchasing, the implementation, Maintenance and monitoring of the Purchasing and Inventory Control software systems which will best meet the needs of these functions and be in the best strategic interest to the institution.

2. Manages the MMIS PeopleSoft system reporting to the Director of Purchasing, keeping team members informed, motivated and enthusiastic during technical delays and informational delays in other business areas.

3. Acts as a direct liaison between the Purchasing department for the PeopleSoft Supply Chain system as well as the business owners for all Lahey Health inventories.

4. Respond to Senior Management, CPD, Purchasing, Finance and clinical and hospital manager requests for information by designing / creating processes and reports, producing some on request and some on automatic schedule.

5. Participate in the budget process by researching supply records to identify misappropriated dollars and assisting managers in requisition adjustments to charges.

6. Maintain the security of PeopleSoft Materials management system by assigning and ongoing review of appropriate passwords to all users.

7. Submit requests to the Director of Purchasing for updates and hardware modifications to the PeopleSoft materials management system.

8. Participate as a member of the Purchasing team on a variety of MMIS and non-MMIS programs and issues.

9. Sets up and Trains new staff system wide in the use of the PeopleSoft materials management information system. Communicates changes and updates to all system users.

10. Acts as the MMIS Lead and provides leadership and guidance to the MMIS administrator

11. Along with MMIS Administrator is directly responsible for the following :

• Create and add new items to PS
• Adding GTIN barcodes in PS for Epic
• Adding new users to PeopleSoft
• Adding / Updating Manufacturers
• Check for unprocessed carts
• Check for unprocessed requisitions
• Duplicate item consolidation
• EPIC & PICIS Interface file error correction
• Fax failure from Merkur
• Flag item in item master as 'inventory'
• GHX boarding vendors for PO
• GHX Exceptions UOM and Part #
• GHX PO Failures
• Inactivate items in PS
• Interface info for EPIC
• Interface info for Pyxis
• Item master maintenance
• Item vendor priority modifying
• Moving items from one vendor to another
• PeopleSoft process runs to 'no success' or 'error'
• PO won’t dispatch
• PO won’t print
• Premier Scrubbed Data
• Query -creating or modifying
• Running Component interfaces (CI) for Item adds / mass update pricing / interface info etc.
• Searching for open 'ValueLink Buyer' POs
• Sourcing Errors
• Testing
• User needs assistance using PS
• Upgrades / Integrations for PeopleSoft

12. Along with MMIS administrator will provide assistance with the following :

• Adding / Removing items from PAR locations
• Approving replenishment req
• Chartfields on PO's
• Closing / Cancelling Open Inventory POs
• Closing / Cancelling Open ValueLink POs
• Computer, OS, or browser related issues
• Contracts (tier, price, activation, etc)
• Cost accounting
• Crossing products (old to new) for conversions
• Dispatching POs
• Epic issues / billing
• Excel / Word / PowerPoint issues
• GHX Exceptions- pricing and rejections
• Inventory item location / min / max inactivate etc
• Item master price updates
• Match exception resolution (running printing formatting) / Document Status
• New item # requests
• OBIA Oracle Business Intelligence
• Order status (where's my stuff? Why didn’t it come in?)
• PO price update
• PO UOM update
• Price 'Loading'
• Pyxis load / unload & par levels
• Pyxis triggers
• Receiving
• Requisition missing info / Sourcing Error
• Running public querys for others
• Saving requisitions for others
• Unconfirmed POs
• Updating Vendor Master (address / fax & phone # / account #)
• User to PS
• Validating data (pricing, contract, product equivalent)
• Year-end inventory

Organizational Requirements :

• Maintain strict adherence to the Lahey Health Confidentiality policy.
• Incorporate Lahey Health Standards of Behavior and Guiding Principles into daily activities.
• Comply with all Lahey Health Policies.
• Comply with behavioral expectations of the department and Lahey Health.
• Maintain courteous and effective interactions with colleagues and patients.
• Demonstrate an understanding of the job description, performance expectations, and competency assessment.
• Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
• Participate in departmental and / or interdepartmental quality improvement activities.
• Participate in and successfully completes Mandatory Education.
• Perform all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications :

Education : Bachelor’s Degree or equivalent education and experience

Licensure, Certification & Registration : None

Experience : Ten years experience with materials management information systems PeopleSoft Preferred. Direct Healthcare inventory control / Purchasing experience.

Must be able to act independently, take a proactive approach to problem solving and issue resolution and work well with all levels of the organization.

Skills, Knowledge & Abilities : Supervisory / management skills for managing resources at diverse levels across functional areas (project specific).

Ability to manage and balance conflicting priorities. Demonstrated negotiation skills with internal resources, external vendors and executive levels.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities.

Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives.

Your skill and compassion can make us even stronger.

Equal Opportunity Employer / Veterans / Disabled