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Materials Management Mgr
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JOB TITLE: Material Management Manager
DEPARTMENT: Material Management
REPORTS TO: Chief Financial Officer
SUPERVISES: Material Management Technicians
POSITION SUMMARY:
ESSENTIAL FUNCTIONS:
DEPARTMENT: Material Management
REPORTS TO: Chief Financial Officer
SUPERVISES: Material Management Technicians
POSITION SUMMARY:
- Is accountable for the delivery of consistently high quality effective and efficient entry of information into the computer system.
- Functions under the supervision of Chief Financial Officer.
- Is accountable for the effective and efficient operations of Material Management ensuring that the objectives of the Material Management Department and the organization are being met.
- Ensures appropriate organizational practices are in use.
- Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers and the public at large.
- Maintains confidentiality of patient information.
ESSENTIAL FUNCTIONS:
- Administers and directs programs to purchase supplies at most favorable prices consistent with quality, quantity and efficiency as close to GPO compliance as necessary.
- Assists with cooperation of department heads and/or directors in establishing requirements for items or services to be procured and develops standard specification.
- Determines the best method of purchase and payments.
- Supervises storage, control and issuance of materials, maintains contacts with supply sources and sales representatives to keep informed to price trends, availability of supplies, new items and reliability of suppliers.
- Supervises the activities of shipping, receiving and stockroom.
- Oversees the maintenance of a stock inventory consistent with established policy.
- Develops policies and procedures of procurement, inventory control, receiving, storage and distribution throughout the Materials Management.
- Coordinates productive hours, space, equipment and expense as they relate to materials and services contracts.
- Reviews, evaluates and approves all purchase orders.
- Reviews, evaluates and approves all requests for non-stock purchases prior to procurement.
- Is essential in the involvement of all aspects and functions of the department.
- Maintains adequate supply levels throughout the hospital, utilizing the PAR level replenishment system.
- Negotiates and acts as the contact person for all purchase agreements with the various distributors/manufacturers for materials that may or may not be addressed by a group purchasing organization, along with the department managers and CFO.
- Tracks sales representatives and vendor performance data in relation to overall service rendered.
- Solicits proposals from various manufacturers and distributors for all supplies and equipment throughout the hospital with the exception of pharmaceuticals, dietary products and advised by CFO.
- Coordinates the supplies in the hospital in emergency situations and maintains forces of emergency supply items from other health facilities and vendors.
- Ensures that the Material Management Department follows established safe practices for receiving hazardous substances.
- Arranges for disposal of surplus or expired materials.
- Reviews all PAR level utilization.
- Ensures that monthly cycle counts are done to ensure accuracy of items in storeroom versus the computer system.
- Researches product information contract and non-contract for departments inquiring about equipment, supplies or services.
- Assists in maintaining established departmental policies, procedures and objectives.
- Maintains good interdepartmental and intradepartmental relationships by providing the highest level of services, management assistance and open communication.
- Completes an annual price change analysis on all supply items and make the necessary changes to the charge master.
- Assists all department directors in the budget process, which includes operating and capital budget preparation and maintenance, as directed by the CFO.
- Assists in obtaining Material Safety Data Sheets on all hazardous material used in the hospital.
- Is responsible for obtaining charge numbers for patient chargeable items for Material Management.
- Maintains weekly Adjustments reports and End of Month reports for the department.
- Monitor price changes, discrepancies with vendors and Accounts Payable Department.
- Provides administrative support to CFO in form of reports, budgets and supply utilization analysis.
- Develops department staff via ongoing in-service education, on the job training, evaluations and open departmental meetings.
- Interacts with others (on the phone or in person) in a positive, professional and appropriate manner.
- Works cooperatively with others. Has respect for and an understanding of the contributions of all team members.
- Must have knowledge and know routine duties of Materials Management Technician.
- Attends required meetings and actively participates on committees.
- Protects patient confidentiality by promoting appropriate staff communication practices.
- Performs other duties as assigned.
MINIMUM EDUCATION
Bachelor’s Degree from accredited college or University with emphasis on Business Administration or a related field. The CMRP certification offered by the Association of Hospital Resource and Material Managers or the CPM certification offered by Institute of Supply Management.
MINIMUM EXPERIENCE
1 – 2 years
PREFERRED EXPERIENCE
3 – 5 years with thorough knowledge of methods and procedures for procurement of supplies.
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