Summary

Responsible for overseeing the Materials Management services at the highest level for Massachusetts General Hospital . Determines goals, objectives and overall direction of the services provided by the department. Plans and organizes programs in Materials Management. Evaluates and upgrades services and priorities for the department. Implements and monitors new procedures and systems. Directly oversees management staff and works closely with them to provide quality and timely services and to achieve department initiatives. Works closely and proactively with hospital leadership to support patient care and supply services. Works collaboratively with others routinely and on projects to implement Mass General Brigham initiatives. Manages the capital and operating budgets. Serves on committees and as a liaison for those needing contact and assistance from Materials Management.

Essential Duties and Responsibilities

Operational

Provides broad and general oversight to the Materials Management services provided to the institution. Identifies department goals and objectives (short and long term) in conjunction with the hospital. Establishes and monitors services to meet specified and general needs in support of patient care and the operations of the hospital.

Evaluates Materials services and works closely with department and hospital management to proactively identify, pursue and resolve discrepancies in service requirements.

Works with department management to establish and maintain appropriate staffing levels. Ensures staff training has been conducted to prepare employees for proper performance of their jobs; ensures ongoing training and education efforts are made and are successful.

Develops, directs and enforces department policy and procedure; provides documentation of same directly or through staff as designated. Communicates and ensures adherence to hospital policies and procedures.

Establishes computer system requirements for operational areas, including receiving, tracking and stocking of supplies. Ensures system support the reporting and administrative needs of the department and ensures integration with hospital networks and operating system as appropriate.

Develops and directs quality control measures and system to guarantee efficiency and optimal delivery of services.

Collaborates with others in the institution on routine operational issues and on special projects. Serves as liaison within the institution and across Mass General Brigham for Materials Management. Works cooperatively with management members and other at the Affiliates in the pursuit of integrated Materials services across the Partners network.

Manages space allocation and structures the physical aspects of the department for maximum operational efficiency. Through the direction of department management, provides proper work and material flow.

Oversees the physical plant elements and issues at the department level. Works with Building and Grounds and Environmental Services to provide and maintain proper, secure and safe work sites. Works with Security, Safety and others in pursuit of these goals.

Directly or through department management, guarantees proper and sufficient equipment is available within the department. Works with vendors as needed to support equipment needs. Negotiates service contracts on all department equipment.

Works closely with areas supporting Materials, such as Purchasing and Contracts, to facilitate the Materials services provided to the institution; will work with staff from these areas to support incoming product request and may investigate purchase request and contract content to resolves issues.

Customer Service

Works with line management and hospital leadership to define service levels and standards of quality across the operational units of Materials Management. Directs customer service programs as initiated by and carried out within Materials Management.

Creates and maintains positive relationships with hospital administrator and other key personnel.

Participates in or leads committees in areas that include service, vendor management and operations.

Identifies additional areas for service within the institution and conducts outreach to assess viability and approachability. Markets Materials Management services in response.

Provides an effective communications program within the department to inform and educate management and staff on he information related to Materials Management, policies, procedures and other pertinent hospital information.

Works with vendors to address product or delivery request and issues. Establishes working relationships with vendor personnel to facilitate service requirements and resolve service gaps.

Fiscal

Prepares operating and capital budgets for Materials Management. Works with the Budget Office to obtain approval for the budgets and to resolve any subsequent issues throughout the fiscal year.

Provides ongoing oversight and monitoring of department expenses; reviews fiscal reports to identify discrepancies and works to maintain a balanced budget. Routinely conducts analyses and provides reports as needed.

Identifies and implements cost savings in operations, products and services with out sacrificing quality and service of the department.

Approves all expense requests, including temporary and regular staffing.

Administrative

Staffs the department with the appropriate management personnel to support and achieve departmental goals and objectives. Oversees the management staff and through them the department as a whole. Trains and evaluates management members; works with them to improve performance and applies corrective action when needed.

Reviews personnel operations, department plans, projects and systems to ensure that resources and structures are sufficient to effectively accomplish goals. Makes recommendations and changes to proposals to meet broad department and hospital objectives.

Works with administrative staff at the Materials Management Office to provide quality and timely reception services to visitors and callers.

Oversees and serves as the contact person for administrative record keeping requirements as related to JCAHO, OSHA, and other governmental agencies; performs the same for hospital reporting.

Conducts routine staff meetings with management personnel and periodic staff meetings with the complete staff of the department. Represents Materials Management at the various hospital and Partners leadership meetings.

Conducts special projects and prepares reports for the department or as part of hospital or Partners initiatives.

Works with Human Resources in the administration of employment, compensation, performance appraisal, corrective action, promotion, training and termination. Works further with the Representative to interpret and administer policy, develop and communicated actions, respond to unique needs and circumstances, and establish and evaluate employee and training programs.

Scope

Oversees, at the top management level for the department, the following units: Linen, Receiving, Materials Services, Patient Escort, Customer Service, Equipment Services and the Mailroom.

Operations run seven days with staff and services on one or more shifts.

Directly responsible for 4 managers. Indirectly responsible for over 218 Full time equivalents.

Fiscal Responsibility

Total budget dollars overseen are over $19,000,000.

Skills and Qualifications

7 years of progressively responsible management experience in Materials Management required; work experience in another area of hospital operations can substitute of some of the experience in Materials.

3 years of management of staff and department preferred in overall experience.

Financial experience must include successful budget management and fiscal reporting.

Demonstrated customer service and communications skills needed. Must be able to get quality work done through all levels of people and organization; must be able to interact effectively with diverse populations. Ability to instill commitment to quality service.

Must build strong and effective working relationships across institutions. Must be politically adept and socially savvy. Requires proactive management style plus a can-do attitude and the ability to accomplish objectives. Must be able to work independently as well as a team member.

Experience in a multi-site organization is helpful.

Organizational and analytical skills needed. Solid ability in computer applications (spreadsheets and other typical programs) is needed.

Must be able and available to work on different shifts as needed.

BA/BS required. MBA preferred.