Administrative Coordinator

POSITION SUMMARY

The Materials Aaaistant Coordinator is a member of the Materials Management and Perioperative team under supervision of the Materials Management and Perioperative Director/Manager. Position is responsible for the purchasing and procurement of supplies and equipment for the Perioperative Services Department. The Materials Coordinator Assistant is responsible for the development and maintenance of customer relations between Surgical Services Department, materials management, and physician offices. Incorporating purchasing knowledge with established standards of practice, He/She ensures quality and safe patient care through the procurement of appropriate products in a cost effective manner. The Materials Assistant Coordinator works in collaboration with the Perioperative nursing team to meet the procedural supplies and equipment needs for the adolescent, adult and geriatric patient, also responsible for working with vendor to ensure a good relationship between vendor and the hospital also assisting in other duties as needed with Materials Management department. The Materials Coordinator proactively pursue minimizing the hospital's costs at all times. This position reports to the Director/Manager of Materials Management.

MAJOR RESPONSIBILITIES

Ensure that items are properly received and distributed to ordering perioperative department or to inventory.

Evaluate and select vendors; vendor selection should be done in conjunction with departmental and/or administrative management when appropriate.

Assist in negotiating dealings with Group Purchasing Organizations, including monitoring of contract terms when necessary.

Generates completed purchase request documentation with appropriate information.

Maintain Materials Management data in a computer system, other PC applications required, keeping all files and information updated to reflect accurate data.

Responsible in assisting the warehouse clerk in the following daily operations.

Assist receiving operation of all locations to include stock and non-stock items in all location to assure adequate supply levels.

Inventory Control levels on stock and non-stock items. Keep shelves stocked/supplied while keeping costs down.

Assist on daily-recommended orders, weekly general cycle counts, semi-annual physical inventory and other assigned duties in Materials Management.

Review inventory par levels, change recommend reorders, change and update ROP & ROQ's as well as assures adequate inventory levels according to OR census scheduled.

Maintain the process of inventory adjustments; returns, count, issues and issues-outs in OR storeroom.

Assist in the setup for all inventory control systems with exception of food and pharmaceuticals.

Communicates procedural equipment supply needs to appropriate vendors also equipment repair needs to biomedical and engineering or designated vendors. Informs scheduling coordinator procedural equipment needs.

Perform other duties consistent with professional training and experience and Department goals and functions (orders by telephone, computer, mail, or directly to vendor representatives)

Assist department Heads in preparing requisitions for special items when requested.

Removes Outdated or Recalled supplies and Equipment from service. Ensures timely replacement of items.

Notifies Materials Management/Perioperative Director/Manager and Physicians of any issues that may develop.

Other Position Accountabilities:

Adhere to written hospital policies and procedures

Participate in hospital management activities, including appropriate committees.

Assure that the hospital's materials management functions comply with all applicable laws and regulations

QUALIFICATIONS:

Skills:

Willingness to take initiative and responsibility to improve performance, solve problems

Ability to observe staff, including ability and willingness to

Evaluate and provide feedback to staff

Train staff

Motivate staff

Ability to work independently, without direct supervision

Ability to work with other managers to accomplish improvements in operations and other hospital objectives

General knowledge of Purchasing, Accounting procedures and Surgery experience preferred.

Must have full command (verbal and written) of the English language.

Ability to communicate effectively, including:

Verbal:

Ability to express thoughts clearly, listen actively

Ability to communicate effectively with:

Staff

Peers

External parties

Ability to write letters, memorandums, e-mail messages procedures, etc. that are clear and professional.

Computer skills:

Ability to learn new computer applications

Working knowledge of Adobe, Paragon and Microsoft Office applications , including:

Word

Excel

Physical Demands of job:

Lifting - at most 40lbs.

Experience:

Preferred three to five years of experience with purchasing/central service and receiving, preferably in a hospital environment.

Advanced knowledge of OR supplies and equipment for all surgical specialties.

High school diploma, education in materials management, accounting

Knowledge of hospital organizational structure desirable.

P HYSICAL D EMAND A NALYSIS

P HYSICAL R EQUIREMENTS :

Ability to negotiate physical environment with safety

V ISUAL R EQUIREMENTS :

Ability to translate and understand written communications and negotiate.

H EARING R EQUIREMENTS :

Ability to understand and translate auditory communications with safety

W ORKING C ONDITIONS :

Office working conditions: Normal

Patient Care Areas: With safety precautions

I RECEIVED A COPY OF MY JOB DESCRIPTION:

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PRINT EMPLOYEE'S NAME DATE

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EMPLOYEES' SIGNATURE DATE

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DIRECTORS' SIGNATURE DATE

Materials Management OR Coordinator

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Revised 05/2016

05/2016

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