What are the responsibilities and job description for the Materials Coordinator position at Eye Clinic of Wisconsin?
Position: Materials Coordinator
Department: ASC
Reports to: ASC Clinical Director
FLSA: Non-Exempt
Position Summary
The Materials Coordinator is responsible for a broad range of duties related to inventory management and oversight of products and materials. They ensure that all provider and departmental needs are met in a timely and accurate manner to support patient care and surgery schedule. This role ensures our inventory stays at an optimal level to meet customer demands while adhering to financial targets and operational policies.
Principle Duties and Responsibilities
Department: ASC
Reports to: ASC Clinical Director
FLSA: Non-Exempt
Position Summary
The Materials Coordinator is responsible for a broad range of duties related to inventory management and oversight of products and materials. They ensure that all provider and departmental needs are met in a timely and accurate manner to support patient care and surgery schedule. This role ensures our inventory stays at an optimal level to meet customer demands while adhering to financial targets and operational policies.
Principle Duties and Responsibilities
- Accountable for the receipts, storage, and distribution of all materials ordered and delivered for the surgical centers, including the adjustment of stock levels
- Under the direction of the Clinical Director:
- Maintain the inventory control system, research and correct errors, audit inventory transactions
- Assist with maintaining vendor contracts, ensuring vendor pricing is consistent with contracts
- Manage and maintain necessary inventory levels of materials, forecasting inventory needs for future procedures to avoid both stock-outs and excess stock
- Maintain inventory compliance by adhering to inventory control procedures and best practices
- Conduct regular inventory audits and reconcile actual stock count to computer-generated reports
- Identify opportunities for cost savings and efficiencies in materials management (auto shipments)
- Create purchase orders (PO), coordinate packing slips, audit invoices - enter received inventory into PO system
- Receive, unpack and restock items while keeping inventory spaces organized
- Identify and resolve discrepancies between inventory records and physical counts
- Process and document returns according to procedures, ensuring damaged or misplaced inventory items are accounted for and handled properly
- Create and update preference cards & communicate changes to staff
- Work with Clinical Director in maintaining the supply and item master inventory
- Manage special order requests for outlying ASCs and hospitals
- Provide detailed inventory reports to ASC Clinical Director and CFO
- Represent the department in a positive and professional manner
- Establish and maintain a safe and healthy work environment in accordance with OSHA requirements
- Take responsibility for actions and outcomes, despite obstacles
- Demonstrate dependability in difficult circumstances and show a sense of urgency about getting results
- Other duties as assigned
Work Relationship and Scope
The Materials Coordinator works closely with all staff and doctors, reporting to the ASC Clinical Director. This position does not have any supervisory responsibilities.
Knowledge, Skills, and Abilities
- High School Diploma required, vocational/technical certificate preferred
- Understanding of supply chain procedures and/or inventory management
- Excellent communication, analytical and organizational skills
- Ability to accurately track inventory and create reports
- Accurate data entry skills and proficiency in time management
- Proficient with Microsoft office Suite (Outlook, Excel, Word, etc.)
- Knowledge of state and federal regulations and HIPAA compliance regulations
- Ability to develop good working relationships with physicians and staff
- Ability to work in a fast-paced, every-changing environment
- Must be a self-starter and open to feedback
- Ability to safety life up to 50 pounds
Work Conditions
Work is generally performed at the main clinic; 800 N. First Street, Wausau, WI. Travel to satellite locations or outreach hospitals/surgery centers is required as needed. Hours of work will depend on the needs of the Clinic. Requires the ability to sit or stand for extended periods of time. Occasional lifting (50 pounds), bending, stooping, pushing, pulling, and climbing stairs is required.
Acknowledgement
This job description describes the general nature and level of work performed by the employee assigned to this position. It does not state or imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other job duties as requested by management. All requirements are subject to change over time. Reasonable accommodations will be made to those individuals with a disability.