Job Posting Title:

Clinical Materials Coordinator, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Clinical Materials Coordinator assists with all aspects of the procurement of goods and supplies for the UT Health Austin (UTHA) clinical practice. Effective collaboration with clinical operations, clinic staff, and vendors is required to be successful in these efforts. Reports to Clinical Materials Manager.

Responsibilities

• Inventory Oversight: Assists in upkeep of UTHA clinical inventory, including monitoring, stocking, and transporting supplies and/or equipment consistent with prescribed policies and procedures. Sets and adjusts par levels for storerooms and works with clinical staff on appropriate ordering triggers for each clinic. Performs regular audits for supply and inventory control. Responsible for maintenance of storeroom levels and supports distribution of goods and supplies across clinics. Maintains dating system for recall of supplies according to limits of shelf life.

• Sourcing and Purchasing of Goods and Supplies: Collaborates with appropriate UTHA personnel to confirm clinic needs for purchase. Prepares and thoroughly reviews all department purchasing requests to ensure accurate information, alignment with the appropriate expense budget and compliance with all UT Austin procurement requirements. Prepares and processes purchase orders for UTHA, ensuring accuracy of documentation, pricing and transaction coding.

• Partners with clinic staff to determine supply needs, purchase supplies and materials according to specifications, coordinate and supervise receiving procedures.

• Coordinates with dock manager to receive materials and oversees distribution of supplies in the organization, controls inventory levels and ensures availability of materials, maintains relationships and negotiates with suppliers, keeps detailed records on procurement activity, materials quantity, specifications etc.

• Additional duties as assigned.

• Marginal/Incidental Functions: Other related functions as assigned.

Required Qualifications

High school graduation or GED. Three years of related experience. Prior healthcare setting experience. Working knowledge of Electronic Practice Management systems to include scheduling and general billing functions. Capable of documenting patient communication, referral notations, and clinical chart notes accurately and appropriately. Professional verbal and written communication. Ability to anticipate needs and follow through with internal and external customers. Exceptional customer services skills, awareness and phone etiquette. Ability to follow directions. Ability to communicate effectively with patient and the healthcare team, including the ability to explain registration policies and procedures. Must be able to interpret basic medical terminology and have proficiency in the use of basic math skills. Ability to maintain and respect the confidential nature of medical information. Ability to use experience and judgement to plan and accomplish goals. Must have ability to read and interpret documents such as charts, safety rules, operating and maintenance instructions, and procedure manuals. Ability to work closely with physicians and clinical staff to assist with their administrative access needs for the patients.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in supply chain, business or related field and one-year experience managing supply/inventory processes in a health care setting. Inventory control and inventory management experience. Experience with state procurement policies and processes. Experience with Smartsheet, REDCap, or other project management tools.

Salary Range

$48,000 depending on qualifications

Working Conditions

• Work hours may vary but are generally Monday-Friday 8am-5pm

• Ability to sit and stand for prolong periods of time, some bending, stooping and stretching

• Ability to perform overhead and low reaching activities

• Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, and occasional use of other office equipment

• Physical strength for equipment needs; may require frequent lifting/moving up to 50 pounds and occasional lifting/moving in excess of 50 pounds

• Exposure to noisy equipment

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.