Equipment and Project Analyst

General Summary

Performs a variety of duties to purchase material, equipment, merchandise and supplies according to system guidelines for cost, quality, and delivery. Analyzes current purchases against active contracts for verification of compliance and for determination of contract renewal. Performs cost /benefit analysis relative to potential acquisitions. Actively seeks cost-effective alternatives to current products/services to meet departmental non-labor cost reduction (NLCR) initiatives.

Duties and Responsibilities
Essential Functions:

• Prepares materials and supplies purchase orders that may have high-dollar values, analyzes quotations, and expedites deliveries and shipments.
• Follows up with vendors to ensure they meet required delivery dates.
• Interviews sales representatives, secures bids and quotes, selects supplies/equipment and places orders.
• Negotiates final costs and terms & conditions for products. Submits reviewed purchase agreements through the contracting process to obtain VP signature.
• Studies market trends and products and recommends sources of supply.
• Researches and selects products according to quality, price, technology, and serviceability standards. Contacts vendors and System personnel to ensure actions are completed.
• As needed, obtain manufacturer’s spec sheets and provides to WSH contracted design team.
• Modifies orders, notifying vendors of material and quantity requirement revisions, contacts vendors on rate adjustments and incorrect materials.
• Expedites orders and coordinates with internal and external receiving departments.
• Obtains proof of delivery and conducts check against order; checks and approves payment of invoices.
• Receives and manages service requests in Remedy Force system
• Prepares documents to process requests for equipment repairs, adjustments for damages and incorrect shipments. Purchases materials, equipment and supplies from vendors.
• Works in Projecto to manage Design & Construction project related tasks assigned.
• Contributes cost savings projects to NLCR targets through extensive identification, analysis and documentation of opportunities.
• Contributes cost savings and identifies opportunities for initiatives presented to service lines and VASC presentations.
• Reviews the open purchase report and compares it to scheduled delivery dates to make sure open orders for equipment are received on-time.
• Continually works with areas of responsibility to ensure customers purchasing needs are fully met.
• Coordinates product returns, prepares documents to process request returns, repairs, adjustments for damages and incorrect shipments and contacts vendors and System personnel to ensure that actions are completed.
• Works closely with AP department using appropriate software applications to ensure invoice issues are reviewed and reconciled in a timely manner to avoid any late fees or charges from the vendors.
• Continually monitors purchase orders to ensure that the System and our vendors are compliant with GPO or independent contracts, pricing is current, and vendors are providing quality products.
• Works with various departments (D&C, PM, Finance & Requesters) to reconcile budgets. This may involve facilitating funding needed between finance and end-users.
• Consistently and accurately reports usage and expenditures regarding Procurement Cards used in organizational expenditures.
• Attends, and actively participates in, Design & Construction project meetings, when needed.
• Actively participates on selected Value Analysis Committees as MRS representative and as a consultant.
• Participates in the WellSpan Capital Equipment Review Team (CERT) roundtable for approving equipment purchases including representing Strategic Sourcing, conduct product research, and gather support documents.
• Responds to and takes appropriate actions regarding product recalls.
• Reviews non-file purchase history data to discern and recommend adding non-file purchased items to the item master.
• Visits user departments to better understand how to serve them and to help build and maintain positive relationships.

Common Expectations:

• Compiles data for and prepares regularly scheduled or special reports, analyses, product comparison reports, and statements.
• Ensures that WellSpan standard procedures are followed in connection with purchases of equipment and services.
• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.
• May be called upon to supervise the day-to-day activities of buyers or sourcing specialists assigned to specific product lines such as Clinical IT products, Fleet Vehicles, Facilities Development, etc.
• Maintains files and records of current and potential suppliers, materials, prices, delivery dates and inventories.
• Maintains purchase order and invoice files and related purchasing records.

Travel Requirements:

• Estimated Amount: 10% - on-site as needed

Qualifications
Minimum Education:

• Associates Degree In Business Administration, Accounting, or Finance. Required

Work Experience:

• 3 years Relevant experience. Required

Licenses:

• Certified Materials and Resource Professional Upon Hire Preferred or
• Certified in Production and Inventory Management Upon Hire Preferred

Knowledge, Skills, and Abilities:

• Knowledge of the supplier communities through the use of web-based information.
• Ability to source goods and services from the lowest overall cost of use providers.
• Ability to assess responses to requests for proposals/information and to compare and contrast the value propositions presented by multiple vendors and multiple contracts.
• Insights and knowledge of our customer’s products and service requirements.
• Active participation in contract negotiations.
• Ability to analyze purchasing spend data to understand spending patterns and trends and opportunities to drive additional volume to fewer vendors.
• Ability to read and understand contractual terms and conditions.

Benefits Offered:

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded Paid Parental Leave

For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)