Senior Supply Chain Coordinator

At Central Maine Healthcare our team members are committed to providing exceptional care and experiences for our community and for each other every day.

Position Summary: This position coordinates the day to day operations of the supply chain and oversees various asset and non- asset supply areas as it relates to the Perioperative, Cath Lab/EP/EV departments or other procedure based departments as assigned. This position will be responsible for maintaining Qsight inventory system to track patient data, products used on cases as well as working with the hospital information system to interface with the patient record system. Day to day duties include, but are not limited to, assuring accurate inventory levels through cycle counting and monthly expiration review, providing other supporting analytics for inventory or budgetary requests, expediting and processing replenishment orders as well as tissue tracking related to products per JCAHO requirements. This position is also responsible for coordinating, training, overseeing and conducting annual performance evaluations for supporting supply chain coordinators within the Perioperative, Cath Lab/EP/EV departments or other procedure based departments as assigned. This position will also be responsible for managing vendor activities and relationships for the Perioperative, Cath Lab/EP/EV departments or other procedure based departments as assigned, as well as, general duties of, materials handling, stock distribution and equipment repairs.
Duties and Responsibilities:
Demonstrates Competency in the Following Areas:
1. Processes requisitions/orders upon request via Q-Sight, EDI, fax, and telephone or in person with suppliers to ensure that user needs are met
2. Works with the shipper/receiver to ensure timely deliveries. Proactively reviews open orders for ETA and communicates back order issues with department or coordinates substitutes/alternative product as needed
3. Working with Material Services Team, makes all arrangements with suppliers for competitively priced product.
4. Handles general product/service/equipment requests for information, locating source(s), repair processing, and direct vendor contact for new supplies, trials or inquiries
5. Meets with Sales Representatives for the purpose of securing timely delivery of product to meet procedure deadlines.
6. Picks and distributes stock from “official” inventory locations as requested or required in support of scheduled and unscheduled procedures.
7. Coordinates and facilitates replenishment of Inventory via the Q-Sight Inventory Management System, the CMHC Main Inventory and/or outside “direct” procurement.
8. Fills requests based on need/priority; identifies and processes STAT requests.
9. Teams with department personnel to insure proper stock levels. Coordinates and reviews department par levels quarterly and runs reports from the MMIS system and other inventory systems for product utilization. Proactively identifies products that have low turnover and works with staff to adjust par level or remove
10. Assures accurate information is maintained within Qsight inventory system to track patient data, products used on cases as well as working with the hospital information system to interface with the patient record system. Uses system analytics to provide budgetary information or inventory information to Directors as requested/needed.
11. Processes all incoming stock: identifies and secures items in proper locations, rotates stock in proper order due to dating sensitivities as directed, maintains care in handling items identified as sterile.
12. Coordinates, trains, oversee and conduct annual performance evaluations for Supply Chain Coordinators within the Perioperative, Cath Lab/EP/EV Labs or other procedural departments as assigned.
13. Insures proper documentation for repairs and routine inspections of equipment and instruments.
14. Arranges for loaner equipment or assists appropriate Buyer in same
15. Maintains process for tracking biological and synthetic “tissue” as required by JCAHO and assists with quarterly audits.
16. Performs monthly expiration check on product utilizing inventory system, coordinates swap out of expired or soon to expire products with vendor. Communicates to Team Leaders items existing that are due to expire so product can be potentially used before expiration date.
17. Maintain a thorough understanding of all Material Management applications and how they relate to other system-wide applications.
18. Participates as a committee member in the OR Value Analysis process. Is the main contact for new item requests from the department or Provider. Works with vendor and Senior Buyer to prepare financial information for OR VA. Communicates status updates as needed or requested.
19. Processes or directly enables the processing of Patient Charges via Q-Sight System
20. Customer Service: Interacts with all individuals in a consistent manner, providing attention, support, and assistance to foster an environment of exceptional personal service.
a. Maintains a pleasant and helpful demeanor, and presents a professional appearance toward all internal and external customers at all times
b. Consistently initiates interaction to provide assistance to individuals who may not be direct customers of the employee (i.e. asks patients who appear to be lost if they need assistance in finding their way.
c. Takes appropriate action to recover from a service difficulty, ensuring that the necessary action is taken to affect a resolution to the customer’s problem
d. Conducts all work activities with respect for coworkers, including the maintenance of a pleasant and professional environment, fostering calmness during stressful situations.
e. Interacts with supervisory personnel in a professional, supportive and courteous manner, venting emotions appropriate to time and place.
f. Demonstrates a commitment to service by consistent attendance and punctuality, scheduling absences according to departmental requirements and incurring unplanned absences only when unavoidable circumstances exist.
Organizational Requirements:
25. Adheres to dress code, appearance is neat and clean.
26. Completes annual education requirements.
27. Maintains regulatory requirements.
28. Maintains patient confidentiality at all times.
29. Reports to work on time and as scheduled, completes work within designated time.
30. Wears identification while on duty, uses computerized punch time system correctly.
31. Completes in-services and returns in a timely fashion.
32. Attends annual review and department in-services, as scheduled.
33. Attends at least 24 staff meetings annually, reads and returns all monthly staff meeting minutes.
34. Represents the organization in a positive and professional manner.
35. Actively participates in performance improvement and continuous quality improvement (CQI) activities.
36. Complies with all organizational policies regarding ethical business practices.
37. Communicates the mission, ethics and goals of the facility, as well as the focus statement of the department.
38. Confidentiality: Maintains confidentiality of information at all times.
a. Consistently maintains confidentiality of all information gained during the course of employment, respecting the privacy of other.
b. Understands and maintains the confidentiality of information communicated directly from the supervisor, including discussions of a counseling nature.
c. Follows policies and procedures related to medical legal matters, including confidentiality, amendments of medical records, patient rights, medical records as legal evidence and informed consent.
d. Copies records according to policy, assuring the appropriateness of the individual requesting information from the record prior to copying, faxing, or phoning any portion of the record.
39. Safety: Demonstrates an understanding of fire and electrical safety, infection control, body mechanics, and related areas, as appropriate to position.
a. Attends mandatory in-services on fire safety, electrical safety, infection control and body mechanics. Successfully completes competency-based training in each area.
b. Follows all employee health procedures, incident reporting and infection control requirements at all times, as appropriate to the position.
c. Uses proper body mechanics at all times as required by the physical demands of the position.
e. Identifies safety needs in areas outside own work environment, recommending corrective action as appropriate.
40. Expense Control: Performs job duties in a manner that maximizes expense control.
a. Uses supplies, equipment and utilities in an expeditious manner
b. Consistently recommends methods to control costs while maintaining a high degree of customer service.
c. Performs job tasks efficiently and effectively resulting in no unplanned overtime.
Requirements:
• High School Diploma or GED equivalent.
• Minimum 2 years’ experience in Supply Chain or Inventory control field.
Language Skills:
• Able to effectively communicate in English, both verbally and in writing.
• Strong written and verbal skills.
Skills:
• Basic computer knowledge.
• Valid Maine Drivers License – Able to drive 24’ box truck effectively & safely.
Physical Demands:
• For physical demands of position, including vision, hearing, repetitive motion and environment, see following description.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position without compromising client care.

If you are passionate about making a difference and are looking for your next great career opportunity, we look forward to reviewing your application!