Supervisor, Inventory & Logistics

General Summary

Under limited supervision, oversees and coordinates the logistical process of patient care supplies, and other related institutional assets. Responsible for the maintenance of both the physical storage sites and the automated databases utilized for maximum asset tracking and control. Supervises assigned Supply Chain/Materials Management staff Fulfillment of the job duties requires the employee to have access to medication storage areas.

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. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Directly supervises personnel assigned to both the physical storage of assets and the automated management systems employed to support these activities.

A. Trains and recommends corrective action for staff as necessary to maximize productivity and effectiveness while maintaining cohesiveness and moral.

B. Develops hierarchical structure as necessary to assure timely completion of tasks and accuracy of duties.

C. Ensures the performance capabilities and cross training of staff as necessary to integrate both the physical and automated daily requirements. Provides input to manager regarding staff performance.

2. Develops in staff an active customer focused orientation responsive to the following needs and knowledgeable as to the timeliness of the corresponding actions required by Procurement Services, Information Systems and Patient Accounting.

A. Product evaluations, product failure and recalls, vendor conflicts and service level shifts.

B. Seasonal demand shifts and their impact on inventory locations throughout the Hospital.

3. Maintains computerized systems and interactive master file for each system. Coordinates these databases with both end-users and Information Systems staff. Gathers and analyzes data which provides the following:

A. Track on-hand asset values across the system thereby leveraging total available against current need.

B. Manipulates data, producing utilization reports, which pro-actively flex financial requirements with on-hand balances.

4. Maintains close working relationship with other supply location departments as needed to integrate central asset management systems with remote inventory locations or end-user demands.

5. Recommend updates for policies and procedures for asset control, supply maintenance and distribution practices.

6. Monitors and directs the flow of supplies and equipment in the units by observing supply levels and recording the type and quantity of stock needed in each unit. Recommend changes in supply levels to unit management.

7. Prepares and submits necessary purchase order forms and maintenance requests, to Purchasing, Clinical Engineering and Facilities Management, respectively. Logs, files, and records purchase orders in computerized filing system. Maintains computerized inventory of equipment.

8. Meets with Clinical leadership to determine equipment and supply needs of the units. Discusses and investigates any supply, maintenance or housekeeping-related concerns that affect the operation of the units. Verifies the accuracy of monthly changes with PCS Manager.

9. Maintains close contact with Maintenance, Construction, Linen, Clinical Engineering and Housekeeping personnel to ensure all maintenance, repair and housekeeping request are being filled, timely. Ensures that units are compliant with Joint Commission and other outside regulators’ standards with regard to environment of care.

10. Communicates with outside vendors to place orders or to resolve problems with purchasing or billing to assure timely receipt of supplies.

11. Receives incoming supplies, daily; verifies delivery with par levels. Communicates with Owens & Minor and Central Sterile Processing personnel to assure that supplies are stocked according to par levels. 

12. Coordinates all activities with Supply Chain Management in order to accomplish the following:

A. Takes advantage of pricing/contractual benefits.

B. Establishes and maintains good-working relationships with vendors in order to facilitate relationships and reduce system costs.

C. Assists in the monitoring of vendor representatives.

13. Becomes involved in a dynamic sense with interdepartmental committees and activities, which support institutional goals.

14. Contributes, as required, departmental operations data for administrative reports or committee studies.

15. Actively participates and supports GPO activities.

16. Serves on Value Analysis Committees or product evaluation committees as assigned.

17. Works cooperatively with the Department of Finance/Reimbursement to keep the patient reimbursement system current and accurate and in sync with acquisition costs.

Education and Experience

1. High School Diploma or an equivalent (GED) is required. Associate’s degree or equivalent in a business related discipline is preferred.

2. Three (3) years of progressively responsible technical experience in inventory management systems including buyer experience. One year of lead experience, preferred.

3. Training or exposure to system analytical procedures. Experience with computers, local area networks and relational databases.