Procurement Specialist

Job Description Summary

The Procurement Specialist will be responsible for: Communicating, monitoring and ensuring compliance with hospital standards and procedures for the procurement of materials and services.

Job Description

Essential Functions

• Take responsibility for assigned requisitions. Process any orders requiring manual buyer intervention including: capital, standing, blanket, bill-only, bill and replace, ad-hoc, services and contingent workers.
• Review purchase requisitions for appropriateness with regard to construction.
• Source Ad-Hoc requests through existing Suppliers when possible, using knowledge of the Workday Item Catalog. Identify and source items, services or Suppliers.
• Assists in determining if new Supplier requests are appropriate to add to the Workday Supplier Catalog.
• Create and maintain purchase orders from requisition submission to issue. Manage ongoing purchase order and contract maintenance.
• Monitors and takes action upon submitted Supplier Contracts and new Supplier requests. Resolves invoice variances in partnership with Accounts Payable.
• Maintains communication with requisitioning departments regarding status of orders. Communicates back orders to internal customers and sources alternatives when required.
• Follows up on orders to ensure receipt of ordered items, services or equipment. Assists system wide customers by researching product information and procurement options, contacting vendors, obtaining price quotes, and negotiating costs.
• Assists with cost containment by utilizing group purchasing contracts and encouraging product standardization. Coordinates product recalls, returns, and outdates.
• Utilizes automated Supply Chain systems which include EDI and Workday web-based Supplier punchout’s.
• Reviews GHX purchase order confirmations for pricing and packaging discrepancies.
• Works with other Supply Chain team members to maintain the integrity of the Workday Item Catalog.
• Familiarizes herself/himself with the characteristics and functions of items by utilizing reference sources and resource persons.
• Maintains documentation of sourcing with due consideration to price, quality, availability and delivery accurately.
• Active member of the Value Analysis Committee.
• Collaborates with clinical and non-clinical staff to organize trials, product substitutions and the introduction of new items.
• Respects and maintains the confidentiality of all patient, physician, and hospital related information.
• Cooperates and communicates in an effective, professional manner with supervisors, management, peers, general staff, physicians and other personnel. Encourages open communication and verbalization of opinions among staff in attempt to identify and resolve problems and improve the overall efficiency of the department.
• Other duties as requested by Director of Supply Chain, Manager and Supervisor of Procurement and/or designee.

Technology and Learning

a. Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
b. Embraces technological advances that allow us to communicate information effectively and efficiently based on role.

JOB REQUIREMENTS

Minimum Education - Preferred

Bachelor's degree or equivalent education preferred. 

Minimum Work Experience

Three to five years’ experience, preferably in a healthcare-related purchasing setting may substitute for educational preferences.

Required additional Knowledge, and Abilities

• Customer service support related work preferred.
• Requires excellent organizational skills.
• Requires excellent verbal, written, and communication skills.
• Requires the ability to work independently, take initiative, prioritize tasks and escalate issues as needed.
• Able to collaborate in a team environment.
• Knowledge and experience in using basic computer systems (ex: Microsoft Outlook, Office and Excel) and preferably SSH applications (ex: Workday, GHX, Vizient and Datalinx)