LEAD - CENTRAL SERVICE at Aultman Health Foundation – CANTON, Ohio

Summary:

The OR Material Specialist oversees and directs all activities relating Responsible for the daily routine of the proper Inventory control, receiving, storing, and distribution of supplies throughout the OR. Review surgical schedule to anticipate inventory/billing needs, maintain close contact with the OR Director, Distribution Director, purchasing agents, warehouse distribution staff and OR staff to coordinate the flow of supplies to insure that their needs are being meet. The Specialist is assigned a group of staff on both day and afternoon shifts. The Specialist is accountable for effective staffing and scheduling, training of staff, Kronos time keeping, efficient space utilization, and maintenance/ housekeeping/sanitation/safety of facility and equipment. Performs miscellaneous duties as assigned.

Essential Duties and Responsibilities:

Listed below are the typical duties and responsibilities of this position. Other duties may be assigned as needed.

Essential Functions:

• Work closely with purchasing agents, OR Director, warehouse distribution staff and OR staff to coordinate the flow of supplies.
• Leads implementation and maintenance of computerized MMIS PAR and stock reorder system in the Operating Room.
• Develop and maintain an adequate supply storage system for all specialized areas within the OR.
• Make regular rounds in surgical suite and specialty carts to anticipate expired/outdated inventory.
• Ensures care of inventory received by inspecting conditions of items, recommending areas of improvement ensuring preservation of inventory items.
• Assure inventory is current and rotated.
• Investigate consignment and volume discounts.
• Prepares report on comparative pricing/possible savings.
• Ensure lot numbers and relevant data are maintained for tracking.
• Maintains adequate inventory to meet department needs.
• Arrange for timely delivery of supplies; keep charge nurse and/or nurse manager informed of special-order supplies that have been requested for a case.
• Monitors changes daily to ensure correct billing to patients.
• Initiates follow-up action to resolve problems.
• Maintain liaison with customers and other related persons to communicate information related to deliveries, irregularities in shipments, shipment delays and other related matters. Reports critical item shortages, backordered/discontinued items, and availability of substitute items to the OR Director and others, as necessary.
• Assists in preparation of quarterly reports and make recommendations for storage area/cart consolidations or changes, reductions in excess inventory, and inactive items.
• Interfaces with manufacturer representatives, as necessary for new product additions, managing backorders, substitutions, etc.., and implements changes with the approval of Purchasing.
• Review inventory for recalled items and inform OR nurse manager with a copy of recalled items and actions taken.
• Decreases order quantities and develops ordering patterns that fit usage; prevents obsolescence of stock.
• Provides information to OR Director regarding ordering, utilization, and cost of product.
• Coordinates product changes by working with Purchasing, Supply distribution and others as necessary to implement smooth transactions.
• Coordinates training for the OR staff as it relates to product or equipment changes.
• Manages supplier requests and enforces policy for vendor visitation.
• Generates orders based on the physical inventory counts, associated PAR levels, SKU history, and review with the OR and MM Directors as required.
• Responsible for organization and maintenance of all stocking locations.
• Performs reorganization, re-sequencing, and labeling services for all stocking locations to ensure maximum productivity.
• Responsible for identifying excess inventory, returning stock, and processing credit according to return procedures.
• Maintain all departmental stocking locations according to accepted quarterly reports’ standards such as, but not limited to, inventory turnover and inactive items report values.
• Provide customer service and maintains communications with all department managers and nursing staff.
• Provide positive internal and external relations by actively seeking and being responsive to customer feedback. Have the ability to support and participate in continuous quality improvement activities.
• Establishes procedures for verification of orders received by consulting with workers, managers, and suppliers to ensure the procedures are maintained and compliant with overall objectives of the department.
• Manages safety by maintaining compliance with safety guidelines, reporting discrepancies, and recommending corrective action to ensure safety in the warehouse.
• Completes department operational requirements by scheduling and assigning employees, following up on work results.
• Maintains professional and technical knowledge of staff by consulting with workers to ensure the procedures are maintained; staff is trained on internal process, and in compliance with safety and occupational guidelines regarding material handling, shipping, and receiving of inventory.

• Documents received items by reviewing data recorded in tracking systems, retrieving data, reviewing, and designing analytical reports and making recommendations for improvement to improve the flow of work between two or more facilities.
• Maintain schedules for deliveries, delivery routes as well as schedules of preventative maintenance on delivery trucks and equipment to ensure efficient operation of vehicles and equipment.
• The Specialist works as OR Supply Tech wherever necessary and very closely with the staff and can cover during an employee’s absence.
• The Specialist ensures that periodic upkeep is performed in the department area including the loft. Respects the integrity of the workplace:
• Performs other duties as assigned.

Supervisory Responsibilities:

• Has the ability to take direction and work independently with minimal supervision.

Required Qualifications:

• Methods and techniques of handling equipment, materials, and supplies.
• Methods and techniques of shipping and receiving.
• Principles and procedures of record keeping.
• Modern office procedures, methods or materials and equipment including computers.
• Basic mathematical principles.
• Possesses flexibility and ability to adapt to new situations, procedures, and routines.
• Good work and attendance record.

Education and/or Experience:

• High School graduate.

Mathematical Skills:

• Ability to perform basic math skills.

Reasoning Ability:

• Ability to prioritize and solve practical problems and deal with a variety of situations on a day-to-day basis where limited standardization may exist.
• Ability to interpret and follow a variety of instructions furnished in written, oral and diagram or schedule form.

Other Skills and Abilities:

• Perform materials receipt and distribution activities.
• Provide information and assistance to staff members in a helpful, courteous, and timely manner.
• Communicate clearly and concisely, both orally and in writing.
• Ability to work in a multi-ethnic and multi-cultural environment with faculty and staff.

Physical Demands:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand, walk, and use hands to handle, finger or feel objects or tools. Occasionally the employee must reach, bend, kneel, climb, or crouch.
• The employee must occasionally exert or lift moderately heavy to heavy items.
• Successful performance requires specific vision abilities that require close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Noise levels on occasions can be more than moderate.
• Heat levels on occasion can be more than moderate.
• Some chemicals are used in this environment. Required safety items are provided and must be worn when performing duties.