General Summary

Under the Direction of the Senior Director of Logistics Materials Management, Linen & Sustainability oversees all components of Materials Management, including Storeroom & Receiving, Inventory Management, and Mailroom & Duplication, and Linen services at the Midtown Campus. The position also has responsibility at the Downtown Campus during absence of the Senior Director or during large resource intensive tasks/projects to assist in accomplishment of the same.

This position is also accountable to the VP of Operations at the Midtown campus for services delivered at that site.

Designs, implements, and monitors inventory management practices for both the general OR inventories, and Linen inventory and develops, implements, and maintains all the local policies, procedures, systems, protocols, and best practices with regard to proper inventory control for the purpose of maintaining accurate accounting and financial information. Consistently analyzes inventory practices, identifies any deficiencies, inefficiencies, or opportunities for improvement, makes correctional recommendations, and oversees their implementation upon approval by management. Supports delivery of an integrated approach to managing logistics, inventory, and supplies across both campuses Serves as the UMMC Midtown Campus representative for system supply chain initiatives and committees.

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

1. Performs human resources functions to include: monitoring performance of staff; preparing performance appraisals; counseling staff and issuing disciplinary action when necessary in accordance with HR guidelines; and interviewing and selecting staff to fill vacant positions.
2. Develops and implements systems for accurately managing inventory, including a detailed audit and monitoring plan utilizing reports and data available from the materials management system (MMS).
3. Analyzes root causes of inventory issues and provide resolution. Works to timely correct identified errors in receiving, distribution, etc.
4. Partners closely with Accounts Payable timely to resolve invoice discrepancies. Ensures that all deliveries invoiced to the hospital can be accounted for. Regularly monitors the Infor Invoice Not Received (INR) report and researches and resolves missing/incorrect receipts in an expeditious manner.
5. Aligns operations with industry best practices, implements new processes for quality improvement.
6. Performs inventory analysis and management to prevent low stock and overstock. Establishes appropriate inventory metrics (par levels, reorder points, etc.) based on hospital-wide utilization of stock supplies, periodically adjusting metrics as necessary based on changes in utilization to maintain efficient inventory levels. Develops initiatives to reduce slow moving inventories and to improve inventory turns.
7. Works with clinical nurse managers to determine appropriate par levels and replenishment cycles for stock medical/surgical supplies on nursing units and updates system accordingly.
8. Oversees the conduct of bi-annual physical inventories.
9. Works closely with UMMS Strategic Sourcing / Procurement to ensure that Midtown Campus is maximizing purchasing opportunities under Group Purchasing and system contracts (contract compliance) and effectively implementing cost reduction and savings initiatives. This includes leading the efforts at Midtown campus to ensure product conversions are completed in a timely manner.
10. Participates in the local value analysis committee as Midtown campus representative. Ensures that clinical department leaders and senior management are informed of all product changes.
11. Linen Functions:
    1. Acts as the administrator for the automated scrub attire dispensing/collection system. Ensures that the database is updated in a timely manner for all new staff and physicians that needs scrub attire.
    2. Acts as the administrator for the automated Linen information system. Ensures that Par levels are accurate and updated as needed. Ensures that all new purchases (injections) are entered into the system as well as ruined linen (ragouts) are removed from the inventory. Conducts a minimum annual physical inventory for the entire campus and ensures the inventory values are updated in Linen Helper system.
    3. Oversees the Laundry services contract and ensures that vendor is compliant with contractual obligations. Reviews invoices and approves for payment.
12. Acts as site administrator for the vendor credentialing/access system. Ensures all new policies and procedures that require vendor rep acknowledgement are loaded into the system and pushed out to all vendor representative. As site administrator, manages vendor reps that are not compliant with hospital policies and procedures including immunizations.
13. Acts as the local coordinator for the automated product recall system. Ensures that product recalls are assigned and closed out in a timely manner.
14. Complete other duties as assigned.

Human Resources:

1. Provides guidance and general direction for department operations, ensures accurate and timely production of work and the efficient and effective operation of the department including the formulation of operating policies and procedures.
2. Establishes and maintains effective management of all personnel including identifying staffing needs, hiring, training and development, evaluation and termination.
3. Establishes and implements departmental performance standards. Measures performance against standards and initiates appropriate action when standards are not met. Investigates irregularities and policy violations and takes corrective actions in compliance with Human Resources policies and procedures.
4. Reviews job descriptions, shop functions to determine and implement needed changes such as reclassification, restructuring and promotions.

Financial Management:

1. Develops and administers operating budget.
2. Develops controls and initiatives that ensure cost effective management of staff, supplies and contracts.
3. Oversees staff responsible for providing compliant requisitioning and receiving services for the department and other portions of the facility program.
4. Negotiates and monitors contracts associated with operations.