The information described in this job description has been designed to indicate the general nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
Other information:
Job Summary
Surgical Service Materials Coordinator Lead is responsible for leading the planning and coordination for the ordering, receiving, storage, and distribution of materials used for SRH Surgical Services. Location and Department specific tasks and competencies may apply. May be assigned to float to different department/locations/acute care hospital. The Surgical Materials Coordinator Lead role focuses on inventory management, clinical integration and fostering collaboration between the supply chain team, clinical team, and materials management to enhance operational efficiency and support patient care. The Surgical Services Materials Coordinator Lead provides daily guidance and direction to surgical services supply chain team, including Surgical Services Materials Coordinators, Inventory Control Specialists, and Implant Coordinators. The Surgical Services Materials Coordinator Lead coordinates the logistical operations of medical, surgical and implant supplies under direction of Surgical Services Business Manager and Surgical Services Leadership. The Surgical Services Materials Coordinator Lead focuses on maintaining optimal inventory levels, conducting inventory analytics, ensuring timely delivery of supplies, mitigating backorders and serves as the primary contact for coordinating over all surgical supply chain for Surgical Services. The Surgical Services Materials Coordinator Lead will be responsible for assuring that all surgical equipment is kept in good repair, and adequate surgical inventory is maintained in a cost-effective manner. Including assisting in purchasing or Surgical Services disposable and implant orders per established PAR levels, meeting contractual agreements, scheduling implants and vendor support for cases and establishing and maintaining uniformity and accuracy of patient implant charges. Works with Resource nurses in forecasting Surgical Service material needs and participate in capital budgeting and tracking of assets. Surgical Services Materials Coordinator Lead understands supply chain operations technology platforms and coordinates with Materials Management Supply Chain analyst and Information Services to optimize supply chain workflows.
Essential Functions
Responsible for leading OR supply chain daily operations to ensure compliance with supply chain policies, processes, purchasing and service contracts and regulatory requirements. Monitors performance of inventory levels, cycle counts and improvement plans to reduce inventory levels and number of SKUs. The Surgical Services Materials Coordinator Lead is responsible for the ordering, purchasing, receiving, storage and distribution of all supplies used in Surgical Services. Confirm, track, and follow up on all orders. Responsible for optimization of replenishment processes for all Surgical Services inventory areas that are managed by supply chain. Resolve Material Management accounts payable issues and exceptions and ensures appropriate documentation is complete, routed and filed per established guidelines. Resolves billing issues. Validates all vendor invoices for accuracy and confirms correct documentation with Epic to capture all potential supply and implant charges. Acts as a liaison with physicians and nursing staff for special order items. Responsible to ensure that all surgical equipment is kept in good repair and annual performance maintenance is routinely completed and documented. Leads coordination with Surgical Services Materials Coordinators, Implant Coordinator, Inventory Control and Surgical leadership ensuring surgical supplies are adequately stocked, available, completing daily orders of disposable goods, consignment and implants including vendor management for cases and procedures. Check surgical cases to avert equipment and material resources conflicts. Serves as a point of contact for sales representatives and coordinates vendor coverage for surgical cases. In collaboration with Implant Coordinator, support the tissue tracker system to include vendor Certifications, Recalls and Quarterly Inventory verification. Maintains adequate surgery inventory in a cost-effective manner. Responsible for all required Medical Device Tracking, pertaining to Surgical Services. Co-ordinate all “return” items in a timely manner. This position is responsible for the maintenance and coordination of the surgical supply chain, ensuring that it operates in a fiscally sound manner, supporting policies/procedures related to vendor contracts supporting OR/Procedural resources. Collaborates with Finance and BioMed teams and helps coordinate and track onboarding of capital equipment and instrument purchases as well as supports tracking of resource service maintenance schedules. Manages supplies and equipment from acquisition to disposition. Supports supply chain adequately ensuring surgery inventory is maintained in a cost-effective manner. Removes outdated products per expiration dates. Participates and collaborates with the Value Analysis team to review new products, assists with coordination of trials in SRH Surgical Services, including scheduling, communication, documentation, and coordination of vendors. Assists resource nurses and team in adhering to established contracts for product usage. Supports the integration of new equipment and instruments into the system with coordination of the VAT team and resource nurses. Communicates new products and product changes in inventory and back orders to Surgical Team. Comply with all SVH Policies and Procedures. Communicate effectively, cooperatively, and respectfully in the workplace. Perform other duties as assigned by supervisor or designee.
Education
Bachelor’s degree preferred.
Experience/Training
Minimum three (3) years related work experience in a healthcare environment. Must have substantial knowledge of hospital peri-operative inventory control and supply chain workflows.
License/Certifications
Current American Heart Association (AHA) Healthcare provider BLS required. Current and unrestricted Washington State Department Scrub Tech certification ISO, CPHQ, Six Sigma and Lean certifications preferred.
Other Skills
Effective verbal, written and interpersonal communication skills required. Expert level computer skills and utilize Microsoft Office applications to perform work. Expertise in Excel, PowerPoint and Word Applications required. Well-developed problem solving and analytical skills required with a high degree of accuracy. Possess critical thinking skills and utilize independent judgement. Must thrive in a fast-paced environment and be able to work autonomously to drive assignments and meet multiple demands simultaneously. Experience with data analytics utilizing and running reports in Electronic Health Record software preferred. Possess knowledge of surgical services care delivery practices and understanding of supply chain across the care continuum. Must be able to effectively prioritize workload amongst frequent interruptions with competing priorities. Must have strong analytical skills, be able to trouble shoot equipment problems, ability to in-service staff on new equipment and able to build good relationships with nurses, vendors, and surgeons. Ability to work well under pressure, and able to multi-task in a fast paced environment Must have the ability to maintain a constructive working relationship with administration, surgeons, staff, support services, vendors and Material Management.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may regularly be required to sit for long periods of time, when working in office. Repetitive tasks such as typing, sitting, answering phones, and interacting with computers and computer systems in this position. While performing the duties of this job, the employee is regularly required to talk and hear. This position requires periods of standing, walking, and bending. The employee may lift or move objects weighing over 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to focus. This position requires working in an indoor, environmentally controlled environment when in the office.
Skagit Regional Health offers a comprehensive benefit package including medical, dental, vision, 457b/401a (retirement), long term disability, and paid time off to all employees holding an FTE of 20 or more hours per week. Eligible employees also receive sick time pay.
