Director, Materials Mgmt.

Hospital Procurement Manager

Primary Purpose : To oversee the hospital's procurement and distribution of supplies and equipment in a manner that facilitates timely treatment of hospital patients and is cost effective by identifying and utilizing the highest qualified vendors to ensure that needs are met. This position is responsible for coordinating the biomedical needs of the hospital equipment with the chosen external vendor and to oversee the sterilization of hospital instruments and patient care equipment. Has oversight responsibility for the hospital courier service. Additionally, the goal is to instill confidence with internal customers to eliminate the need for silent inventories and independent department purchasing.

Formal Policy-Setting Responsibilities : Formally responsible for making recommendations regarding policies associated with the job's purpose and essential responsibilities.

Routine Decision Making : Determine if request for purchase reflect accurate and appropriate information prior to issuing a PO; determine the par level of each product carried in inventory and what the reorder point should be for each item; determine when product or equipment is inferior or malfunctioning and take immediate remedial action; and when observed that desired product is not immediately available through current sources determine best option and execute to procure needed product.

Formal Supervisory Responsibility : Formal supervisory responsibility for five FTEs : Central Supply Lead, two Central Supply Technicians, one Courier, one Buyer and one Mail Services Clerk.

Preferred Knowledge : Knowledge of hospital general ledger accounting system to identify appropriate account numbers; knowledge of applicable rules / regulations as identified by such organizations as JCAHO and state tax laws regulating tax exempt purchases from taxable purchases; detailed knowledge of hospital processes is very important to identify variation in product / services being consumed by the hospital. Important to verify what is causing the variation and identify if the variance is created by a process out of control; knowledge of purchasing protocols at the vendor level. Need comprehensive knowledge of all vendor product lines, use of vendor catalogues and product numbering systems; and specific knowledge of terms of purchasing contracts negotiated by HCA and other purchasing contracts negotiated internally.

Required Skills and Ability : Strong interpersonal skills to develop employee motivation to accomplish hospital goals; ability to communicate effectively with other managers and leadership to determine organizational opportunities for improvement and then demonstrate teamwork to work with others to achieve the desired outcomes; analytical skills to quickly determine the accuracy of data and if incorrect the ability to correct such data; and the need to be resourceful as oftentimes desired product and / or goods or services may not be available or offered by existing vendors.

Unusual Working Conditions : May be necessary to move heavy product occasionally.

PART TWO : Essential Responsibilities and Tasks

A. In addition to discharging all Cass Regional Medical Center accountabilities for a manager relating to People, Quality, Customer Service, Financial Strength, and Growth, this position also : (60% of time)

B. Coordinates purchase order process insuring the hospital will receive the right supplies and equipment at the right time in the correct quantities at the correct price. (25% of time)

1. Processes, or supervises, all requests for purchases in a manner that does not create a delay in the treatment of patients, either directly or indirectly.

2. Tracks purchase orders issued to allow the hospital ability to always know the vendor name, amount encumbered, and hospital cost center of open purchase orders.

3. Reviews all purchase requests to insure requested product is in compliance with contracts and subsequent orders placed with appropriate vendor.

4. Negotiates agreements with vendors when applicable seeking the best quality, price and delivery qualifications.

C. Oversees the stocking and distribution of the central supply inventory area while insuring inventory levels are adequate and at minimal risk of obsolescence. Is responsible for delivery of internal outbound mail to satellite clinic facilities. (10% of time)

1. Insures the appropriate amounts and items are kept in stock in the Central Supply inventory.

2. Coordinates the annual physical inventory of Central Supply and other inventories areas at year-end.

3. Explains and / or writes reasons when product usage of Central Supply items appears to be aberrant from historical consumption rate or significant departure from budgeted levels.

4. Provides oversight to hospital van driver and related delivery of the mail to / from all hospital and satellite departments.

D. Oversees the maintenance and repair of medical equipment. Removes malfunctioning equipment from service and coordinates the repair with external biomedical resources. (5% of time)

1. Works with external Biomedical vendor to coordinate the repair or replacement of equipment deemed not to be in good working order. The coordination of this repair / replacement of the equipment should not add to our patients' time in the hospital.

2. Coordinates the ongoing maintenance of hospital copy machines by helping departments track copy machine usage and schedule preventative maintenance on the copy machines with the vendor.

Qualifications : Junior college / two-year college training or equivalent experience.