Procurement Specialist (Mid or Senior)

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

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Entity : Corporate Services

Department : Materials Management Purchasing Buyers

Location : Centre Square West Tower- 1500 Market Street

Hours : Remote, Full time (8 : 30am - 5 : 00pm)

Procurement Specialist

Responsible for procure-to-pay process from requisition entry through invoice payment.

The Procurement Specialist will :

Place orders with vendors; confirm pricing and availability per department guidelines.

Communicate with requesting departments on any order not meeting delivery requirements.

Resolve invoice discrepancies for all orders placed and document as per department guidelines and metrics.

Accountabilities

Functional Responsibilities :

Places orders with vendors accurately. Performs accurate order placement as defined by department procedures.

Expedites orders as necessary.

Confirms pricing and availability with three business days for automatic transmissions

Works any issues with assigned Purchased Orders. (Cost messages, invoice rejection)

Review requestor's type X requisitions and execute next steps (rejection, approval, etc.

Review open order report in QSight, assessing backorders, etc. to understand current state.

Takes initiative to respond to inquiries regarding orders, resolves discrepancies relating to orders placed, and communicates with management on sending issues.

Contacts appropriate person, department of vendor when researching invoice discrepancies.

Manages GHX purchase order acknowldgements exceptions : 855's

Manages Capital Purchase orders

Works buyer cost messages as per department procedure

Review special orders to ensure they are appropriate to be ordered as a special item. (not a duplicate)

Obtains accurate price on product(s)

Assists as backup to other teams, cross trains to assist on all commodity teams, and participates in team meetings and staff meetings.

Works open orders report. Assess other options, makes correction on the PO and addresses situation to ensure end user is provided what is needed.

Process and Metrics :

Assists in the development and implementation of new processes and metrics.

Meets department metrics for number of lines per month.

Resolves invoice issues within 60 days.

Customer Service :

Anticipates customers concerns and needs by asking if they need assistance, as required. Responds promptly and follows through to meet customer needs, as required

Takes initiative to respond to inquiries regarding orders.

Performs pricing confirmation and expedites orders as necessary

Relationship Management :

Builds relationships with the requestors

Customer service oriented and respond to customer with two hours.

Builds relationships with internal customers.

Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

Other duties as assigned to support the unit, department, entity, and health system organization

Minimum Requirements

Required Education and Experience

H.S. Diploma / GED is required

2 years of experience in Purchasing or Materials Management is required

Associate's Degree in Business Administration, Finance, or Accounting is preferred

Required Skills and Abilities

TECHNOLOGY : Proficiency with Adobe Creative suite

TECHNOLOGY : Ability to use Microsoft Excel

TECHNOLOGY : Ability to use Microsoft Word

Ability to communicate effectively with all levels of staff

Demonstrated proficiency in using PC's, Word, Excel

Senior Procurement Specialist

Function as a resource / team lead of POD and manage complex requisitions / requests. Manages Blanket and Standing purchase orders. Provides leadership and guidance for Procurement Specialist and associated tasks. This position is specialized by portfolio.

Accountabilities

Functional Responsibilities :

Place and Manage Blanket and Standing Orders. Create and Communicate specifics regarding Blanket and Standing Order to requestors and vendors.

Respond to and manage request for STAT orders that bypass the approval process.

Resolve invoice issues related to ORCA buyers within 60 days.

Ensure ORCA Buyers are responding to Buyer Messages per established guidelines

Work any issues -Buyer Messages, Accounts Payable- related to their Purchase Orders- Blanket and Standing.

Resolves discrepancies (Quantities, Cost, Invoices) relating to contracts and purchase order.

Resource to the Procurement Specialist on Issue Resolution

Manage and complete Requisitions not converting to Purchase Orders.

Main contact for the Inventory Purchase issues include Backorder, Substitution and pricing issues, aligned by Entity.

Support Buyer messages and overall performance, assessing KPI's overseeing for POD.

Support performance levels of POD, steps in as necessary to fill gaps.

Manage re-assignment of tasks when Procurement Specialists are not available.

Process and Metrics :

Identifies new opportunities for improvement and communicates to leadership.

Assists in the development and implementation of new processes and metrics.

Meets department metrics for number of lines per month.

Resolves invoice issues within 60 days.

Customer Service :

Ensures customer service standards and SOP's are met.

Contacts appropriate person, department or vendor when researching invoice discrepancies.

Main contact for the ORCA buyers.

Main contact when the buyer in the POD is not available.

Relationship Management :

Builds relationships with the requestors, ORCA Buyers, clinical staff and other targeted areas to understand needs.

Customer service oriented and respond to customer with two hours.

Mentors Procurement Specialist in purchasing standards and resolution of discrepancies.

Builds relationships with internal customers.

Performs duties in accordance with Penn Medicine and entity values, policies, and procedures

Other duties as assigned to support the unit, department, entity, and health system organization

Minimum Requirements

Required Education and Experience

H.S. Diploma is required (Associate's Degree Business Administration, Finance, or Accounting is preferred).

5 years of experience in Purchasing or Materials Management is required.

Required Skills and Abilities

Excellent communication skills, both written and verbal.

Works independently to complete assignments within the established departmental service standards and UPHS procurement policies and procedures. A high degree of speed and accuracy required.

Excellent customer service and a deep understanding of purchasing and accounts payable.

Ability to meet deadlines and work on expense reduction projects as directed.

Demonstrated ability in using PCs, MS Word, Excel, and Adobe

Basic Negotiation Skills

Positive and friendly approach to end users

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.