Description
Clinical Supply Chain Analyst II
Position Summary:
The Clinical Supply Chain Analyst II is responsible for analytics in support of reporting and issue resolution related to transactional data issues, including but not limited to requests, match exceptions, pricing exceptions, and inventory reconciliation/exceptions. The candidate will be expected to create and manage reports, supporting internal teams in the Care Centers, Procurement, Finance, Clinical Ops as well as external partners from the GPO, vendor representatives, among others. This will include daily communication with key stakeholders around issues related to ERP/Workday system transmission failures, requisitioning and purchasing issues, and contract compliance.
This position is accountable for the coordination Supply Chain functions during care center launches and managing assigned inventories through periodic inventories (daily, weekly, monthly, and quarterly cycle counts, annual physical counts), seeking alternative sources and materials when necessary, maintaining communication with care centers, monitoring supplies usage, and removing and disposing of obsolete or outdated products. The position organizes and conducts periodic inventory counts, adjusts quantities and locations, when necessary, and records and reports discrepancies to management. Researching, coordinating, and managing supplies received, stored, and issued at care centers ensuring compliant, effective, and streamlined Supply Chain experience at care centers.
The Clinical Supply Chain Analyst II supports care centers by analyzing data to rationalize appropriate stock levels to sustain daily operations; works with key operational stakeholders and Supply Chain on improvement efforts and programs; leads department specific projects to research, identify and increase efficiency and/or reduce cost to the organization; leads efforts to improve inventory control policies and ensures inventory control policies and procedures are properly implemented and works closely with clinical staff to support the delivery of excellent patient care.
This position is responsible for working with key operational stakeholders ensuring a compliant, effective, and streamlined operational Supply Chain experience at the local entity for all clinicians they partner with. Under the direction of Supply Chain leadership, the position is responsible for the management of all perpetual and par inventories as well as specific periodic inventories, supplies received, stored, and issued. During the lifecycle of a Care Center launch timelines will be tracked and reviewed to coordinate deliveries in line with milestone dates.
This position is responsible for overseeing procurement of care center launch inventory management plan to support care center staff and needed patient care to achieve organizational goals as directed. The position performs duties according to scope of practice designated by the facility. The position is accountable for the coordination, purchase, troubleshooting of care center launch furniture, medical and pharmaceutical supplies to support the startup of the care center while meeting the established requirements, budget, and needs.
The position will support care center growth strategies, benchmarking processes, and efficiency programs to help create metrics to help improve clinical, operational, and financial functions. Qualifies vendors, evaluates bids, and negotiates prices and terms for purchased goods and services. Tracks purchases, monitors vendor quality, and maintains a current database of vendor information. Acts as procurement and supply chain lead for Care Center launches.
Position Qualifications/Essential Functions:
- Organize multiple projects and schedules to meet demand and shifting priorities.
- Perform challenging tasks efficiently and effectively.
- Anticipate problems and take corrective action prior to completing tasks.
- Assist in the implementation of system-wide collaborative systems and structures utilizing the distribution partner to improve inventory turns and reduce facility redundancies in supply logistics.
- Ensure system compliance with regulatory bodies for storage and delivery of supplies as well as recalled or suspended inventory products.
- Understand, communicate, and implement standardized continuous process improvement strategies to include Six Sigma and/or Lean to all staff, and also promote the ongoing strategic vision and goals of Vera Whole Health Supply Chain at the care center level so that consistent implementation is carried out.
- Review reports to identify pricing or quantity discrepancies. Ensures that discrepancies are resolved.
- Identify causes for budget variance in supply lines
- Demonstrate strong attention to detail and outstanding analytical skills.
- Anticipate and take personal responsibility for customer satisfaction and service excellence.
- Apply correct cycle count and other standard operations procedures.
- Analyze product usage and adjust inventory levels as appropriate to optimize inventory levels at the entity.
- Anticipate supply needs and communicate potential interruptions to Supply Chain and care centers.
- Monitor all additions, deletions, and changes to PAR locations, and work closely with care centers prior to and during product conversions.
- Maintain and monitor distribution statistics. Create and submit monthly reports and others, as requested.
- Independently make decisions and act regarding supply shortages, keeping management informed, and/or make recommendations based upon analysis of information.
- Assist in all supply and equipment product evaluations.
- Work with Supply Chain leadership to implement system-wide standardized inventory control and cycle counting strategy to provide appropriate financial controls and management.
- Deliver cost savings and value maximization to the total cost of ownership of equipment, supplies, and services while fulfilling the mission of the organization.
- Ensure appropriate Internal Control processes are in place across the procurement cycle functions and are disseminated throughout the enterprise.
- Provide day-to-day accountability for supply inventories, monitoring volumes, flow, and sourcing. The Sr. Supply Chain Analyst II will provide oversight for inventory-related projects and assignments.
- Utilize standardized system-wide dashboard analytics to measure inventory levels, ensure proper inventory controls and other supply chain operations key measures of performance to ensure they are measured and monitored, and goals are met.
- Track care center launch construction timelines and coordinate deliveries.
- Receive Care Center Launch deliveries and reconcile against received invoices.
- Set up all medical supplies, office supplies, medical equipment and, oversee installation of art, signage, and furniture at new Care Centers.
- Approve all purchases before completing to ensure correctness.
- Responsible for and/or overseeing purchasing of all facility, pharmaceuticals, supplies, and equipment for care center launch.
- Works closely with Clinical Supply Chain Analyst II, Supply Chain Manager, Practice Manager, and Clinical Ops to determine/confirm level of inventory and placement.
- Oversee or create supply maps to ensure correct placement and par levels of all inventories.
- Ensure the process of matching invoices with packing/shipping slips and/or purchase orders for AP processing is completed.
- Ensures correct prices with sales reps. and keeps accurate record of prices, quotes, and purchases.
- Ensure/ oversee all purchased items are correctly billed for accurate invoice payments.
- Ability and willingness to cross train clinic staff if needed.
- Act as a strong team player with the ability to work effectively on cross-functional teams (i.e. identify project’s risks and opportunities; plan, coordinate and communicate purchasing activities to upper management; and track project progress.
- Must be able to manage and prioritize multiple tasks at one time in a fast-paced environment and pay exceptional attention to detail.
- Demonstrate strong leadership, facilitation, interpersonal, and communication skills with the ability to communicate effectively at all levels across the system.
- Monitor purchase orders and communicate regularly with suppliers to maintain delivery schedules, and proactively communicate to internal customers when critical issues arise.
- Expedite critical components and overdue purchase orders.
- Resolve supplier problems associated with late deliveries, over shipments, and invoicing issues.
- Review and manage inventory levels in conjunction with team to achieve needed inventory par levels.
- Must be able to develop and maintain strong supplier relationships to drive cost reductions and support capacity planning while maintaining high-quality product mixes
- Work closely with Clinical Supply Chain Analyst II and Supply Chain Manager.
- Additional Duties as assigned.
Additional Qualifications Preferred:
- Ability to identify, analyze and solve problems, collect data, establish facts, and draw valid conclusions.
- Strong analytical skills
- Google Sheets and/or Excel proficiency (highly efficient at utilizing pivot tables, vlookups, if/or statements in Excel to analyze large data sets)
- Excellent organizational skills
- Excellent negotiation, presentation, verbal, and written communication skills; experience managing procurement through long term agreements.
- Fundamental business principles, purchasing principles, inventory management, ability to communicate effectively both verbally and in writing, confidentiality, computer literacy, good physical and mental health.
Education/Experience:
- Bachelor's Degree in Healthcare, Business, Finance or Logistics/Supply Chain.
- Ten (10) years plus of supply chain related experience required, preferably in a healthcare setting.
- Five (5) years project management experience.
- Certification either as a Certified Materials and Resource Professional (CMRP) from the American Hospital Association or a Certified Professional Logistician (CPL) from the Society of Logistics Engineers or similar certification preferred.
- Travel will be required 50 percent of time.
Demonstrated Attributes:
- Highly organized
- Team player with strong interpersonal skills and ability to build effective working relationships throughout all levels of the organization - Excellent verbal and written communication
- Solution-focused
- Ability to be creative and innovative in a fast-paced environment with a lot of ambiguity and constant change
- Ability to champion quality throughout the organization
Compensation: $61k-$76k/annual salary (national average, premium markets may vary)
