Performs activities to support our Oakland campus operations. In this role, you will manage daily inventory levels, oversee storeroom fulfillment, and handle accounts payable workflows including invoice processing and vendor reconciliation. The ideal candidate excels at cross-functional support, maintaining specialized vaccine storage, managing cash receipts and mail, and ensuring seamless operations across the campus while serving as a primary backup for the Upjohn location.
DUTIES AND RESPONSIBILITIES:
- Inventory & Materials Management -
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Maintain Inventory Levels: Ensure a continuous, reliable supply of office and basic medical stock to support daily operations.
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Fulfill Requests: Manage storeroom hours and efficiently process approved departmental inventory requests.
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Receive & Stock Deliveries: Receive by officially documenting receipt date and scanning packing slips into the accounting ERP system, unpack, and distribute all incoming packages to appropriate locations.
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Track Shipments: Follow up on all undelivered orders incoming to the Oakland location, providing prompt problem resolution and troubleshooting for internal customers.
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Conduct Audits: Perform regular physical inventories of storeroom items and fixed assets.
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Manage Specialized Storage: Handle and properly document the receipt of temperature-sensitive vaccines according to safety standards.
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Process Transfers: Handle and record storeroom inventory transfers as assigned.
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Backup: act as primary backup for Materials Management at the Upjohn location.
-Vendor and Invoice Management-
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Place Orders: Process, place, and complete orders for non-stock office, medical, printing, and miscellaneous supplies as assigned.
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Verify Invoices: Review, prepare, and enter assigned vendor invoices into the ERP system paying close attention to period of performance.
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Resolve Discrepancies: Investigate order and billing discrepancies by communicating effectively with external vendors and partners.
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Coordinate Billing: Contact vendors to assist with the electronic delivery and management of vendor bills.
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Track shipments pending invoice: Follow up on all receipts of good that are still pending the entry of the vendor bill providing prompt problem resolution with vendors.
-Mail and Cash Deposits-
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Handle Receipts: Prepare, process, and securely manage accounts receivable clinical and P.O. Box receipts.
-General Expectations & Professional Development-
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Continuous Learning: Stay informed on new technologies, software updates, and organizational policy or procedure revisions.
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Availability to work on weekends and evenings to complete time sensitive projects.
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Acquires knowledge for new technology and policy/procedure revisions.
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All other duties as assigned.
To perform this job successfully, an individual must be able to perform each duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND/OR EXPERIENCE:
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Associate’s degree or equivalent in accounting plus minimum three years accounting/bookkeeping experience in a general office environment.
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Advanced knowledge of personal computing systems and a basic to advanced knowledge of accounting software packages including Excel or other spreadsheet programs also required.
OTHER SKILLS AND ABILITIES:
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Ability to operate automated standard office equipment such as multi-line phone system, calculator, copier, fax machine, shredder, etc.
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Ability to effectively communicate with others verbally and in writing.
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Ability to meet assigned deadlines.
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Ability to interpret, comprehend, and transmit complicated and detailed instructions accurately.
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Ability to accept and apply feedback.
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Regular and predictable attendance is expected.
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Demonstrates the ability to recognize priorities in organization of work flow.
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Able to perform duties independently, with a minimal need for direct supervision.
About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)
We are committed to excellence and health equity through transformative medical education, high-quality, patient- and family-centered care, innovative research, and community partnerships within a welcoming, supportive, and engaging culture. Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.
The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Beacon and Bronson Healthcare. The medical school is a private nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide, as well as the creation of 1,600 new jobs, with an estimated annual economic impact of $353 million in Kalamazoo and Calhoun counties.
WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. The medical school offers a comprehensive, innovative four-year Doctor of Medicine degree program as well as a Master of Science degree program in Biomedical Sciences. We train physicians in 10 residencies and four fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.
WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout the Kalamazoo and Battle Creek areas. Faculty in the Department of Pathology serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.
The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with student study and social spaces, team-based learning halls, faculty and administrative offices, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.
WMed builds upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.
Equal Employment Opportunity Employer in compliance with applicable State and Federal law.
