What are the responsibilities and job description for the Team Leader, OR Purchasing Agent position at St. Joseph's/Candler?
Position Summary
Provides direct support for the Director and Purchasing Manager of Materials Management to provide leadership assistance with the schedules, payroll and daily activities of the O.R. Procurement staff. Supports standardization of supplies, vendors cost and purchasing groups, MSM, MM & BAR operation/management, vendor relations, inventory management, quality and customer service. Insures that the department will reach system goals and objectives that are consistent with the mission of the Purchasing and OR department.
Education
Associate's of Business - Preferred
Experience
2-3 Years experience in Purchasing and Supervisory responsibilities - Required
License & Certification
None Required
Core Job Functions
Assists off campus facilities, Surgery Center/Pooler Campus. Adds new items to MM/SUR for ordering and Charge Master. Assists OR Charge Auditors. Participates in training employees on MEDITECH – how to use, add items to dictionary, update the packing string, run usage reports, enter and view electronic requisitions. Provides research for projects to assist the OR Coordinators, Managers, Physicians and Directors. Facilitates projects from vendor price change reports, inventory utilization reports, Revenue Cycle and Department Value Analysis Committee for system cost reduction and standardization. Creates and maintains spreadsheets to aid in projects and product evaluations. Participates in projects through the Value Analysis Committee. Responds to invoice discrepancies in a timely manner. Compares invoice pricing to contract pricing for accuracy. Pulls implant record for product verification.
Monitors Back Orders, borrowed/Return of items, back order/out of stock items are communicated to the appropriate OR Team by a weekly detailed back order spreadsheet. Places routine order, check outstanding purchase orders and back orders routinely. Creates bill only purchase orders for items brought in for case by sales representative and ensures they are received in the system. Reviews intraoperative records for reorder, CDM’s for the charge master and bill only. Complete Return Goods Forms for credit, repairs and loaners in a timely manner. Takes to Purchasing for processing. The OR schedule is monitored daily and in advance for future special supply needs and reviewed for add on cases. Researches & identifies prospective suppliers for acquisition of supplies and equipment in a timely manner in which standardization, cost effective programs, and GPO tiers are adhered to.
Adjusts/reduces inventories, checks expiration dates, rotates stock, reduces waste of expired products and improves shelf management systems. Provides oversight to insure cycle counts are performed routinely to minimize adjustments in the inventory and participates in mid-year and year end physical inventories. Inventory turns will be monitored against the established benchmarks for improvements from FY year to FY year. Manages non-stock OR inventories annually. Back orders and out of stock items are communicated immediately to the appropriate OR Coordinator. If requested, substitute items are procured in consultation with the OR Coordinator. Borrowed items are tracked until returned to the originating facility. Reconciles receiving reports with purchase orders. Takes any discrepancies to Purchasing. Maintain updated Tissue Bank FDA Registration forms. Monitors shipping methods to ensure supplies are delivered in timely manner. Scanning/On Base-implant record/Bill only PO’s and Tissue IFU’s. Relevant items will be logged into Tissue, Trackable and FDA logs upon receipt. Verifies that the Pyxis and other log tracking systems are maintained accurately.
GPO and Capstone regional aggregation. Coordinates contract related documentation to include: new contract, completed contract cover sheet, and obtain appropriate signatures and cost analysis. Forwards signed contract to supplier for countersigned copy. Implements changes in Meditech system. Notifies distributor and provide copies of spreadsheet for items to be implemented. Manages documents necessary to fulfill contract requirements through the approval process which entails: negotiates with vendors for terms and pricing, facilitates with department management, coordinates legal review, and finalizes approvals through senior leadership.
Manages payroll for all OR Purchasing Agents to be approved by the Purchasing Manager. Prepares co-worker performance planning, evaluations and key results. Participates in the interviewing and hiring of new co-workers and Disciplinary Action Reports. Provides direct support to Materials Management department providing leadership and assistance with daily activities to include purchasing agent evaluation input. Provides input for co-worker evaluations. Supervises OR purchasing agents to ensure purchase orders are placed in timely manner and helps troubleshoot supply chain issues as needed. Oversees PO volume for OR purchasing agents totaling millions of dollars per year.
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