Under limited supervision, coordinates the purchasing processes for the acquisition of medical products, equipment, and parts for the in-house Clinical Engineering department and for capital construction projects, ensuring orders are fulfilled and installed per purchasing agreements. Interfaces with the purchasing departments of UMMS member hospitals to ensure final procurement of daily departmental purchases, as well as on medical equipment procurement projects. Responsible for logging, checking and processing invoices. This role is key to the coordination of equipment information and processes between multiple departments and functions.

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

1. Review projects' procurement documentation to determine compliance with existing institutional standards and previous purchases

2. Prepare supply, capital, and project Capital Requisitions and supporting paperwork according to par levels and project timeline for required approvals.

3. Work with the purchasing departments to issue purchase orders in company's financial and procurement systems and place approved orders with vendors using established procedures.

4. Review vendor backorder reports and initiate necessary notifications to medical equipment planners. Advise medical equipment planners as to cost, value, and availability of items.

5. Maintain lead time log on internet database. Prepare project equipment variance reports for the medical equipment planners' review.

6. Create warehouse RFPs as per institutional needs and liaise with warehousing staff for site visits, inventory checks and other activities are required.

7. Track purchased equipment against the project schedule to insure timely delivery and installation of items.

8. Work with member hospitals to prepare equipment delivery schedules from warehouse to project jobsites, based on move-in timelines.

9. Perform frequent visits to construction job sites to assess site conditions for equipment delivery. Represent the department in project construction meetings as required by medical equipment planners.

10. Coordinate equipment delivers and installations with construction teams, vendors and third-party logistics services.

11. Maintain required par levels for Clinical Engineering operational supplies, spare parts and consumables.

12. Ensure that all invoices and associated paperwork are processed, and that payments are issued to vendors, on time.

13. Mentor and train others in the department on project logistical activities and purchasing systems.

14. Analyze data to identify and implement process improvements.

15. Incorporate knowledge of the organization's Service and Regulatory Standards into the performance of duties and to improve Clinical Engineering's performance compliance:

a. Coordinates implementation of various projects working with departmental leadership.

b. Provides support for special projects and assignments. Researches, analyzes, and summarizes information and source materials for reports. Prepares data on projects and studies, updates procedure manuals or analyzes department activities.

c. Perform bookkeeping functions, expense account preparation, payroll processing, budget monitoring or other financial information monitoring/record maintenance. Reviews and verifies statistical reports, employee time sheets and other reports for completeness, propriety, adequacy and accuracy of computation prior to distribution or use. Generate and maintain all purchase orders for the departmental cost center.

d. Discuss departmental operating issues, development, implementation, review and update of written policies, procedures, and protocol to provide for optimum departmental operations and patient care.

16. Assists staff in formulating, communicating and interpreting policies, procedures and protocols relating to departmental procedures, instrument and equipment maintenance, and general administrative operations.

17. Maintains established hospital/departmental unit policies, procedures, objectives, quality assurance, safety, environment and infection control standards.

Knowledge, Skills and Abilities

1. PC and Internet literate with advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), MS Project, and Visio. Proficient knowledge of computer equipment and database software packages and the use of various office equipment, such as photocopy machine, typewriter, and fax machine.

2. Ability to develop/implement efficient work processes, and to successfully resolve difficult, conflict-oriented situations.

3. Highly effective verbal, written and interpersonal skills and the ability to communicate effectively with medical staff, colleagues, patients and/or visitors to establish working relationships that foster quality customer service.

4. Ability to manage time and set priorities amidst multiple tasks and deadlines.

5. Demonstrated ability to problem-solve a wide variety of complex issues. Highly proficient filing and organizing skills.

6. Ability to read, write, and speak English.

7. Ability to work with minimal supervision in a busy office setting.

V. Working Conditions

1. Weekend, shift work, holiday, on-call, and overtime may be required.

2. Work is performed in a normal, office environment.