Job Description

JOB TITLE: Material Management Manager

DEPARTMENT: Material Management

REPORTS TO: Chief Financial Officer


SUPERVISES: Material Management Technicians


POSITION SUMMARY:

Is accountable for the delivery of consistently high quality effective and efficient entry of information into the computer system. Functions under the supervision of Chief Financial Officer. Is accountable for the effective and efficient operations of Material Management ensuring that the objectives of the Material Management Department and the organization are being met. Ensures appropriate organizational practices are in use. Promotes good public relations through contacts with patients, practitioners, visitors, employees, peers and the public at large. Maintains confidentiality of patient information.

POSITION RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Administers and directs programs to purchase supplies at most favorable prices consistent with quality, quantity and efficiency as close to GPO compliance as necessary. Assists with cooperation of department heads and/or directors in establishing requirements for items or services to be procured and develops standard specification. Determines the best method of purchase and payments. Supervises storage, control and issuance of materials, maintains contacts with supply sources and sales representatives to keep informed to price trends, availability of supplies, new items and reliability of suppliers. Supervises the activities of shipping, receiving and stockroom. Oversees the maintenance of a stock inventory consistent with established policy. Develops policies and procedures of procurement, inventory control, receiving, storage and distribution throughout the Materials Management. Coordinates productive hours, space, equipment and expense as they relate to materials and services contracts. Reviews, evaluates and approves all purchase orders. Reviews, evaluates and approves all requests for non-stock purchases prior to procurement. Is essential in the involvement of all aspects and functions of the department. Maintains adequate supply levels throughout the hospital, utilizing the PAR level replenishment system. Negotiates and acts as the contact person for all purchase agreements with the various distributors/manufacturers for materials that may or may not be addressed by a group purchasing organization, along with the department managers and CFO. Tracks sales representatives and vendor performance data in relation to overall service rendered. Solicits proposals from various manufacturers and distributors for all supplies and equipment throughout the hospital with the exception of pharmaceuticals, dietary products and advised by CFO. Coordinates the supplies in the hospital in emergency situations and maintains forces of emergency supply items from other health facilities and vendors. Ensures that the Material Management Department follows established safe practices for receiving hazardous substances. Arranges for disposal of surplus or expired materials. Reviews all PAR level utilization. Ensures that monthly cycle counts are done to ensure accuracy of items in storeroom versus the computer system. Researches product information contract and non-contract for departments inquiring about equipment, supplies or services. Assists in maintaining established departmental policies, procedures and objectives. Maintains good interdepartmental and intradepartmental relationships by providing the highest level of services, management assistance and open communication. Completes an annual price change analysis on all supply items and make the necessary changes to the charge master. Assists all department directors in the budget process, which includes operating and capital budget preparation and maintenance, as directed by the CFO. Assists in obtaining Material Safety Data Sheets on all hazardous material used in the hospital. Is responsible for obtaining charge numbers for patient chargeable items for Material Management. Maintains weekly Adjustments reports and End of Month reports for the department. Monitor price changes, discrepancies with vendors and Accounts Payable Department. Provides administrative support to CFO in form of reports, budgets and supply utilization analysis. Develops department staff via ongoing in-service education, on the job training, evaluations and open departmental meetings. Interacts with others (on the phone or in person) in a positive, professional and appropriate manner. Works cooperatively with others. Has respect for and an understanding of the contributions of all team members. Must have knowledge and know routine duties of Materials Management Technician. Attends required meetings and actively participates on committees. Protects patient confidentiality by promoting appropriate staff communication practices. Performs other duties as assigned. MINIMUM EDUCATION

Bachelor's Degree from accredited college or University with emphasis on Business Administration or a related field. The CMRP certification offered by the Association of Hospital Resource and Material Managers or the CPM certification offered by Institute of Supply Management.

MINIMUM EXPERIENCE

1 - 2 years


PREFERRED EXPERIENCE

3 - 5 years with thorough knowledge of methods and procedures for procurement of supplies.