Career Opportunities

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

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

Job Description:

Under general supervision of the Supply Chain Administrator, and in conjunction with the appropriate clinical personnel, (i.e. department nurse manager or clinical manager), coordinates and manages the procurement of supplies and equipment for an individual department or group of departments and is responsible for the management of the associated products and inventory. Works collaboratively with the Pyxis Supply System Coordinators, and Distribution/Refill Technicians. Serves as the liaison between Purchasing, Pyxis support, Cardinal Healthcare, Lahey Clinic customers, and all vendors ensuring that communication between all departments and outside support is constant. Under the direction of the Supply Chain Administrator, the Supply Chain Coordinator will assure supply availability and efficient utilization of supply resources.

Essential Duties & Responsibilities including but not limited to:

1)    Decision Making Authority:

·         Inventory Management -  works in conjunction with Pyxis Supply System Coordinators in par level establishment and maintenance, refill process, utilization analysis and product management.  Collaborates with Purchasing Agent with product failures, vendor returns, & expired items.  Collaborates with receiving to assure smooth interface to meet clinical needs.  Collaborates with all mangers, super users, clinical and non-clinical staff to develop a cooperative approach to service oriented, cost-effective, operationally efficient inventory management in the department(s) to which the individual is assigned.

2)    Is responsible and accountable for any over pars in the department and must provide a detailed monthly report on any overage.

3)    Impact:

·        Implement procedures to achieve the reduction/elimination of stock-outs by:  evaluate cause and frequency of stock-outs ; ensure accurate and timely replenishment processes in both the routine and emergency situations; coordinate the development, implementation and monitoring of policies and discrepancy identification/resolution; develop and implement an inventory schedule/system; communicate with end-users and Pyxis Supply System Coordinators to define and troubleshoot supply problems.

4)    Review/modify min/max inventory levels.

5)    Audits inventory levels not associated with Pyxis Supply:  cycle counts and consignment inventory levels.

6)    Maintains the Dashboard tracking all compliance, cycle counts and inventory.

7)    Reviews inventory cost to budget and works with clinical manager on variances.

8)    Acts as contact person for the Finance Department to assure compliance with the Clinic’s billing procedures as required.

9)    Rotates stock and checks dates to ensure that there are no expired products.  Makes adjustments if needed.

10)    In conjunction with Pyxis Coordinator and Purchasing, removes expired product and works with the vendors to coordinate and track product swap or exchange credit. 

11)    Coordinates the disposal of property, supplies and/or material incompliance with Clinic, State and Federal regulations; tracks defective products and assists Purchasing with replacement from vendor.

12)    Maintains inventory spreadsheet for ordering purposes of non-Pyxis product

13)    Audits daily case equipment and supply utilization sheets to ensure accuracy of billing activity as required.

14)    Works closely with Purchasing, Finance and the Clinical Department(s) on the development, enhancement and implementation of materials processes improvements and software modifications.

15)    Complexity:  

·        The position requires good judgement
·        Ability to effect sustainable change in behavior to provide positive outcomes.  
·        Considers the effect of decisions on all stake-holders.  
·        Ability to function in a matrix-management environment.  
·        Ability to analyze work-flow processes, inventory levels, and par maximization.

16)    Skills and Abilities:  

·Analytical skills  

·        Hospital supply/distribution systems  
·        Positive interpersonal skills:  is “other-oriented” rather than focused on

self.  Listens effectively and communicates ideas and opinions clearly.  Is

assertive while showing respect and positive regard for others
·        Oral and written communication skills
·        Basic computer competency skills  
·         Can-do attitude

17)    Scope:  The Pyxis Supply System Coordinator’s responsibility is to include Lahey-Burlington, Lahey-North, and Community Group Practices.

18)    Expedites overdue supply orders and backorders by calling Purchasing daily.  Obtains approval for courier costs and substitute items from the Distribution Supervisor.

19)    Communicates information to customers (nursing staff, specialty depart

ments etc..) pertaining to routine orders, backorders and substitute supplies

20)    Provides guidance to Refill and/or distribution technicians in prioritizing the implementation of, or changes on par-levels or custom requisition.  To ensure data entry priorities are met.

21)    Oversees the coordination of tote drop offs.

22)    Addresses any discrepancies needing proper resolution with the appropriate Nurse Managers. 
         Research recalled product in coordination with Purchasing.

23)     In coordination with Purchasing - assure ordering of and availability of loaner equipment and create bill only purchase requisitions for payment.

24)    Track all equipment repairs as required.

25)    Assure that, when required, loaners are available for equipment needing repair

26)    Review daily procedure schedule in advance to identify non-stocked products as requested

27)    Coordinate fiscal year-end physical inventory counts

28)    Incorporates Lahey Clinic Guiding Principles , Mission Statement and Goals  into daily activities.  

29)    Complies with all Lahey Clinic Policies. 

30)    Complies with behavioral expectations of the department and Lahey Clinic.

31)    Maintains courteous and effective interactions with colleagues and patients.

32) Demonstrates an understanding of the job description, performance expectations, and competency assessment.

32)    Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

33)    Participates in departmental and/or interdepartmental quality improvement activities.

34)    Participates in and successfully completes Mandatory Education.

Minimum Qualifications:

Education:  Knowledge of business processes typically acquired through earning an Associates degree or 3 years related experience in a healthcare setting.

Licensure, Certification, Registration:  None

Skills, Knowledge & Abilities:    In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards. Strong computer and customer service skills.  Ability to be trained in Pyxis Systems Management including systems troubleshooting and report generation.

Additional Duties & Responsibilities:

·Supervise the OR Supply Chain staff and oversee the daily operation of the OR Supply Chain. (Includes OR Supply Chain Coordinator and Inventory Assistant/Refill Technician.)

·Work directly with OR Business Manager in coordinating procurement of supplies. This includes the development of cost analyses in support of product requests and savings initiatives that go through the OR Product Review Committee.

·Meets with vendors, as needed, to discuss and evaluate new products.

·Maintain direct communication and coordination with OR Leadership, OR Staff, Central Processing & Distribution and Lahey Distributors.

·Facilitates Pyxis optimization projects and actively seeks out potential savings opportunities.

·Facilitates/oversees Cardinal initiatives, including but not limited to Pyxis, PBDS packs, Reprocessing, trials and various savings opportunities.

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. Learn more 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