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Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

General Summary Statement

Reports to the Director of Materials Management. Responsible for the direct supervision of the storeroom, print shop and mail room staff. Independently responsible for monitoring inventory levels in the storeroom, along with complete storeroom inventory purchasing procedures involved with Material Managements Information System (MMIS). Responsible for all daily analytical reports generated by MMIS along with month end closing procedures involving MMIS. Projects assigned involving, but not limited too, the evaluation, movement, and storage of hospital supplies, equipment and furnishings pertaining to Joint Commission standards. A strong understanding of the logistical flow of materials throughout the facility along with any hospital off site entities.

Essential Duties and Responsibilities

+ Directly responsible for managing staff including:

- Interviewing, hiring, training, work allocation and overall supervision.

- Documents orientation and training of new employees.

- Provides input in the planning of in-service education programs for

Department employees.

- Maintains schedules, approves payroll records, employee records and records employee in-services.

- Practices and encourages teamwork to assure that department services

operate smoothly and efficiently.

+ Evaluates department employees in accordance with Human Resource policy. Provides timely documentation of all performance issues and recognition.

+ Maintains established departmental polices and procedures, objectives, quality improvement activities/programs, safety, environmental and infection control standards.

+ Maintains an open means of communication 24/7 unless relieved from duty.

+ Ensures that all supplies and equipment received are processed and distributed in a timely manner. Plans, organizes, and directs all phases of product distribution. Issues clear and concise assignments to meet department needs. Ensures that all items have been received and released in the MMIS.

+ Arranges adequate space requirements for storage of products and modifies distribution techniques and practices as required. Coordinates distribution efforts to effectively introduce new products. Assigns Bin and Par locations when needed.

+ Ensure effective routing of incoming goods to the proper departments. Ensure that Shipping Feedback has been completed in a timely manner by storeroom staff.

+ Plans, coordinates, and documents the transfer of materials to off-site locations and the local warehouse.

+ Analyzes inventory and par level reports and surplus stock lists to determine need for improvement in control methods; directs the initiation of corrective measures to restore satisfactory inventory balance.

+ Works routinely with departmental managers or there designees to ensure par levels are correct and stocks are neat, organized, and labeled in each department.

+ Ensures periodic cycle counts of physical inventory are completed and makes adjustments in inventory balances. Keeps documentation of all storeroom adjustment activities.

+ Analyzes slow-moving, surplus inventories and recommends appropriate action. The review of inventory Turnover by Issues report to assist with adjusting stock on hand.

+ Manages annual inventory process ensuring inventory is completed in a timely and organized manner.

+ Re-allocates space as needed to accommodate new items and/or changes in product flow or stock level. Assign Bin and Par locations when required.

+ Ensures storeroom, mailroom, print shop, receiving area, outside dock area and hallways adjacent to storeroom area are clean, organized and free of obstructions.

+ Works with MMIS to manage storeroom supplies using computer generated requisitions and hand held devices.

+ Troubleshoots and trains staff in the use of the handheld system used for Par replenishment.

+ Analyzes inventory reports to determine daily purchasing requirements, releases recommended purchase orders to maintain established inventory levels and monitors vendor backorder issues daily.

+ Works with buyers and departmental heads to coordinate requisitioning, ordering, distribution of materials, supplies and equipment. Controls ordering and requisitioning process to ensure inventory levels of supplies are in keeping with usage.

+ Works with buyers concerning product changes and inventory problems. Informs buyers of all products no longer being requested by users.

+ Ensures all recalls are handled immediately, uniformly and thoroughly using Recall Procedure.

+ Perform and train staff to conduct on-going Inventory Cycle Counts. Follow-up with any changes that need to be done as a result of the Cycle Counts.

+ Conducts month end close process with IT Analyst and Director of Material Management or designee.

+ Ensures that the print shop is maintaining the two week completion policy on in house print requests.

+ Manages the distribution and storage of completed print requests.

+ Is responsible for the evaluation of new equipment for the print shop and mailroom.

+ Ensures that all mail deliveries are maintained in a timely manner. Including but not limited too: picking up of standard hospital mail, caller service mail for finance, mail for offsite facilities, inner office mail, and all out going mail.

+ Manages the implementation of new PO Boxes and/or Caller Service boxes for the hospital.

+ Is responsible for maintaining said monies for hospital postage machine and postal permits.

+ Represents Material Management during Environmental tours which are documented physical surveys of both clinical/non-clinical areas encompassing a range of specific items and processes which are inspected to ensure the physical safety of an area and compliance with safety and other standards. Tours are conducted by a group representative of the seven Environment of Care standards, with follow-up and reporting functions. Environmental tours are a Joint Commission requirement.

+ Independently evaluates equipment and furnishings that do not meet the hospital standards. Complete all paperwork for final dispensation. Manages the proper disposal of said equipment and furnishings.

+ Assists Director with annual budget.

+ Acts as Recall Coordinator in that person’s absence.

+ Works independently with all departments with the moving, storage and retrieval of hospital and office equipment. Helps coordinate and works with movers for the office moves and off site storage.

+ Manages 20,000 square foot off site warehouse. Is responsible for maintaining all activity associated with said site.

+ Periodic project facilitation/management; organization, execution and completion of departmental related projects.

Education Training and Experience

+ High School diploma or equivalent. Bachelor’s Degree Preferred

+ Background in a hospital setting involving distribution and inventory control.

+ Minimum of three years leadership or supervisory experience.

+ Advanced computer skills, experience with MMIS, Microsoft Office applications (Excel, Word, and Outlook) and handheld technology required.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

REQNUMBER: 298052