Under general direction, oversees materials management and related services for San Joaquin General Hospital and its affiliated facilities, including materials acquisition, receipt, inventory control, distribution, and related functions; coordinates difficult and complex purchases; provides direction and supervision to subordinate supervisory, technical, clerical, and support staff; administers control programs and operations related to materials services; directs and conducts value analysis and quality improvement activities; and does related or other work as required.
CLASS CHARACTERISTICS
The incumbent in this single position class is responsible for managing and directing materials-related activities for San Joaquin General Hospital and affiliated facilities. In addition to performing complex managerial and administrative tasks, the incumbent is responsible for ensuring that the acquisition and management of Hospital materials is conducted in a manner that maximizes both quality and efficiency.
TYPICAL DUTIES
Plans, organizes, and directs a coordinated supply support system ensuring the appropriate evaluation, acquisition, receipt, storage, and accounting of medical and other supplies and equipment used by San Joaquin General Hospital and affiliated facilities.
Performs complex administrative and managerial work related to hospital warehousing and distribution services; directs and coordinates all phases of the Hospital procurement process; oversees the development of work quality and productivity standards; responds to and resolves service problems; ensures that work is performed in a manner that appropriately serves clients and maintains positive guest relations.
Develops, establishes, and oversees the implementation of policies, procedures, methods, and systems for improving operational efficiency and controlling inventory; designs and implements programs for evaluation and standardization of purchased products, equipment, and services; develops product and equipment specifications; works with the County purchasing division in the development and management of vendor contracts.
Consults with physicians, other department managers, and staff to research, evaluate, select and acquire products, equipment and services; communicates and negotiates with vendors to develop and improve procurement systems, reduce operating costs, and reduce supply costs; analyzes and identifies the best group purchasing organization in which the Hospital should participate.
Reviews and analyzes material utilization within all assigned areas; analyzes supply contracts to maximize cost controls and process efficiencies; conducts value, revenue, and quality control analyses; conducts cost/benefit studies and makes product recommendations through the use of a review committee process; identifies and directs operational changes needed to improve efficiency; identifies opportunities for service expansion and/or improvement.
Ensures the accuracy of supply prices and charge information in the Hospital’s master database, and ensures that all patient supply charges are captured; designs, develops and maintains a system for capital assets management.
Establishes appropriate inventory control procedures and directs the regular inventory of all materials; coordinates annual inventory and pricing activities with the Finance Division; ensures that outdated, obsolete, and unusable inventory is removed from stock.
Ensures that assigned areas comply with federal, state, local, Joint Commission, and other regulations; responds to complaints and seeks appropriate remedies.
Oversees the preparation and administration of unit budgets; authorizes expenditures; plans and projects future costs, including capital expenditures; justifies requests for equipment and personnel.
Selects, assigns, trains, directs, and evaluates staff; takes appropriate action on disciplinary matters; verifies and monitors staff proficiency; identifies staff development needs and oversees training and education activities as required.
Ensures effective and appropriate utilization of material management and related information systems as well as related administrative tools to support department operations; monitors the functions and capabilities of the systems and manages system upgrades/redesigns as needed.
MINIMUM QUALIFICATIONS
Education: Graduation from an accredited four-year college or university with major coursework in business administration, health care administration, economics, materials management, business analytics, or a closely-related field.
Experience: Five years of progressively responsible professional experience in acute care hospital materials management that included purchasing, contracting, negotiating, inventory control, and systems management, as well as at least three years of supervisory experience.
Substitutions: 1) A master’s degree in one of the above listed educational areas may substitute for one year of the required general (non-supervisory) experience; 2) current designation as a Certified Materials and Resource Professional (CMRP) by the American Hospital Association may substitute for one year of the required supervisory experience; 3) additional qualifying supervisory experience may substitute for the required education on a year-for-year basis to a maximum of two years.
KNOWLEDGE
Principles and practices of management, including planning, personnel administration, organizational structure, budgeting, and fiscal administration; general hospital practices and procedures; typical supplies and equipment used in acute care hospitals; advanced principles, methods, materials, techniques, terminology, standards, and accreditation requirements related to hospital material management and the contracting, procurement, storage, and distribution equipment and supplies; regulatory and other compliance requirements for material management in a hospital setting, including compliance with the Health Insurance Portability and Accountability Act of 1996; basic computer and modern office automation technology and computer software programs relevant to department operations; technical aspects of utilizing computerized inventory, material management information, and reporting systems; advanced contracting, inventory, record keeping, issues analysis, and report writing principles and processes.
ABILITY
Oversee and manage the administrative and/or technical activities of multiple hospital units responsible for warehousing, distribution, and purchasing of supplies, equipment and services; supervise subordinate managers, supervisors and support staff responsible for procuring, storing, distributing, and/or assembling medical supplies and equipment; administer various business-related aspects of hospital material management and procurement units including personnel, budgeting, procurement, billing, and reimbursement activities; establish and maintain effective working relationships with physicians, nurses, hospital staff, vendors, and others; perform cost/benefit analyses to determine the feasibility of purchases and vendor contracts; negotiate favorable procurement relationships to maximize cost savings; operate computers and related software; oversee the implementation of complex equipment and technology to maximize the efficiency and quality of services and products; interpret data and draw logical conclusions; issue oral and written directives of a technical nature; communicate effectively, both orally and in writing; maintain excellent customer service.
PHYSICAL/MENTAL REQUIREMENTS
Mobility – Frequent sitting for long periods of time while operating a keyboard; occasional standing and walking for prolonged periods of time; occasional bending, stooping, and reaching overhead; Lifting – Occasional lifting of 30 pounds or less; may occasionally push case carts weighing up to 100 pounds; Vision – Constant use of overall visual capabilities; frequent need for color perception, hand/eye coordination, reading and/or close up work; Dexterity – Frequent holding, grasping, repetitive motion and writing; Hearing/Talking – Frequent hearing and talking normal speech in person and on the telephone; Emotional/Psychological – Constant concentration and decision making; frequent public contact; occasional exposure to emergency situations, trauma, grief or death; occasional working alone and traveling; Special Requirements –May require working weekends/nights; Environmental Conditions – Frequent exposure to noise; occasional risk of exposure to hazardous materials, dirt dust, smoke, fumes, poor ventilation and indoor cold/heat.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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