Our Core Values

• We are solution seekers. The organization’s founders found solutions even during the AIDS crisis of the 80’s; we remain proactive, thrive on change, and always willing to take the lead.
• We have a can-do attitude. We are flexible, agile, and never say, “It’s not my job.” We always seek growth, and we are never late but always willing to stay late to see the last patient.
• We are mission driven. We are committed to health equity; recognize all contributions are meaningful and valued. It is never about the me or I, but about the we.
• We care about people. We celebrate diversity, equity, and inclusion; we are kind and practice acts of kindness, all in service to our patients and each other.

General Description:

Job Responsibilities

Specific Responsibilities of the Job:

• Lead the organization’s efforts to choose strategic vendor partners and optimize procurement processes. Develop, implement, and maintain effective sourcing and purchasing policies and procedures in compliance with Board of Directors approvals, federal acquisition requirements, grant specifications, and other applicable standards.
• Develop and manage RFP/RFQ processes when indicated.Collaborate with internal teams to define requirements; prepare and disseminate RFP/RFQ; arrange vendor demonstrations, manage and document evaluation of responses, vendor selection, and contract development.
• Research and identify appropriate new vendors, including seeking out WMBE vendors, to meet changing clinic, research, and other organizational needs. Research potential financing mechanisms for significant purchases as assigned.
• Lead negotiations with vendors around pricing, discount, and contractual terms and conditions, and collaborate with legal to ensure vendor agreements meet legal and compliance requirements.
• Monitor contract/service ending dates; initiate renewals, close-outs, renegotiations, and consideration of new suppliers as appropriate.
• Work to avoid contract duplication while maintaining backup availability for critical items. Inventory coordination and management among locations.
• Manage supplier relationships, including quality and performance, enforcing contract terms when necessary.
• Lead internal Small Purchase Requisition and Purchase Order (PO) processes. Ensure requested Req’s and PO’s meet the organization’s needs and are accurate, correctly funded and coded, properly approved, in compliance with federal procurement standards, and issued in a timely manner. Follow up on all issued PO’s to ensure receipt of goods, supporting documentation, and invoice payment. Resolve problematic PO’s and/or obtain alternatives when needed.
• Standardize and streamline clinic ordering, pricing, sourcing and procuring items from approved suppliers. Collaborate with clinic leadership to ensure meeting their quality, quantity, and timing needs. Manage and account for rebates.
• Provides procurement-related estimates, recommendations, and information for annual and ad hoc budgeting & reforecasting. Supports tracking and appropriate accounting treatment of medication inventory, loss/waste, capital assets, grant-purchased items, etc.
• Provide quarterly reporting on supplier risk, market conditions and cost.

Required Skills and Qualifications

Education and experience:

Minimum qualifications:

• Bachelor’s degree in Business, Supply Chain Management, Accounting, Finance, legal studies, a clinical area, or other relevant field required.
• Experience managing procurement processes, including RFP/RFQ/Bid activities and wholesaler relationships, in a medical, scientific, and/or pharmaceutical setting required.
• Experience managing clinical inventory (supplies, medications, vaccines, equipment) required.

Preferred Qualifications:

• Advanced degree and/or relevant certification(s) strongly preferred.
• Experience managing RFP/RFQ/Bid/Demo activities for significant IT and software procurements strongly preferred.

Required Knowledge, Skills and Abilities:

• Thorough knowledge of supply chain management, materials management, clinic inventory, and procurement processes required.
• Strong skills in Microsoft Office (particularly Excel), athenaOne or comparable Electronic Health Record (EHR), and accounting/ERP software required.
• Strong verbal and written communication skills, including the ability to prepare RFP/RFQ/vendor agreements.
• The successful candidate will demonstrate proficiency in computer technology and will demonstrate critical thinking, problem-solving, and analytical skills.
• The successful candidate will demonstrate a high level of rigor and accuracy, an eagerness to learn, a drive to establish efficient processes/workflows, and will work collaboratively and effectively as part of a multidisciplinary team.
• The candidate will work well under pressure with limited supervision and be able to consistently meet deadlines.