Supply Chain - Baystate Health

Req#: R19654
Category(s): Finance, Supply Chain
Full Time / Part Time: Full-Time
Shift: First

Summary: 

The BH Inventory Control Analyst (ICA) performs a wide variety of functions related to managing inventory stock for all BH perpetual inventory locations. The incumbent maintains the data integrity for inventory master files and monitors all transactions related to inventory activity. The ICA provides integral support to the Manager of Clinical Value Analysis and Nursing Leadership with respect to urgent product recalls and product substitution requirements. The incumbent provides support to all Supply Chain team members throughout Baystate Health to analyze inventory statistics in order to achieve the optimal inventory asset value. The ICA is critical to the success of the mid-year and year-end physical inventories, maintaining/filing documentation of inventory control transactions, and generating reports essential to supply chain operation.

The BH Inventory Control Analyst reports directly to the BH Materials Management and Information Systems Administrator and is a key contributor to the efficiency and effectiveness of the BH Supply Chain team.

Job Responsibilities: 

1) Perform a variety of supply chain functions including inventory analysis, creating replenishment orders to ensure product availability, and maintaining appropriate par level/dollar value of multiple inventories within BH. Partner with members of the Supply Chain Team and Service Line leadership to determine supply needs and achieve resolution of product availability issues. Collaborate with the Clinical Value Analysis Manager, Purchasing Agents, and Materials Managers and Coordinators on inventory product conversions. Ensure that proper inventory levels are achieved during the pre-conversion and post-conversion processes. Maintain the integrity of the information in the Inventory and Warehouse module within the Lawson Material Management Information System (MMIS).

2) Assist in mid-year and year-end physical inventories. Analyze and make decisions on obsolete and/or overstock inventory items. Ensure that all warehouse transactions are completed and sent to the general ledger. Work in partnership with the Coordinator of Document, Print & Mail on inventory forms management. Serve as a member of the Medical Records Forms Committee, participating in the establishment of rules and guidelines for forms management.

3) Control and monitor inventory of stock in all warehouse locations. Establish efficient item indicators such as safety stock, reorder points and maximum stock levels by item to maximize investment ratio to operational supply needs. Establish and maintain par levels for specialty warehouses (e.g., cardiac cath lab, pandemic supplies, lactation program). Expedite overdue orders and inform service line customers of order / delivery status. Identify and procure alternate products during backorder situations. Provide immediate analysis upon receipt of medical device/product recall notification (FDA, vendors, manufacturers, etc.). Collaborate with Clinical Value Analysis, Nursing, Clinical Engineering, and other Baystate colleagues to resolve issues according to System Policy.

4) Collect information to create reports, charts, graphs, and spreadsheets and complete special projects on a routine and ad hoc basis for departmental and internal BH customers. Author weekly Materials Newsletter in order to communicate inventory changes, deletions, recalls and substitutes to Baystate colleagues. Collaborate with the Warehouse Team Leaders to ensure accurate completion of weekly inventory cycle counts. Post inventory transactions to adjust inventory balances on hand.

5) Collect information to create reports, charts, graphs, and spreadsheets and complete special projects on a routine and ad hoc basis for departmental and internal BH customers. Author weekly Materials Newsletter in order to communicate inventory changes, deletions, recalls and substitutes to Baystate colleagues. Collaborate with the Warehouse Team Leaders to ensure accurate completion of weekly inventory cycle counts. Post inventory transactions to adjust inventory balances on hand.

6) Review, cleanse, verify and maintain data in the MMIS Item Master File (location, vendor, contract, etc.), adhering to the Lawson naming convention policy ensuring accurate reporting and expensing. Responsible for adding new vendors to the MMIS Vendor Master File, ensuring accurate Tax ID in accordance with governmental guidelines, and obtaining HIPAA Business Associate Agreements as required.

7) Provide support to Materials Management Consultant and Information Systems Administrator on MMIS testing and upgrades, and monthly period-end closings. Work with customers and Accounts Payable to research and resolve discrepant inventory invoices.

8) Ensure work area is kept and maintained in a neat, clean, organized and safe manner at all times in accordance with BH health and safety requirements. Consistently adhere to confidentiality, the Baystate Operating Principles, and the Baystate Best Service Standards as a member of the BH Supply Chain team.

9) Ensure that all Departmental policies and procedures are effectively and efficiently carried out. Perform other related duties as assigned, observe all health and safety requirements, and adhere to Baystate Health and Department compliance polices and all applicable laws and regulations.

Required Work Experience: 

1) Or a min

2)  of 5 years of exp in healthcare materials management, procurement, warehousing or supply chain logistics

Preferred Work Experience: 

1) Knowledge of medical supply and materials terminology

2)  Strong information technology skills with a working knowledge of Lawson, MS Word, Excel and Crystal Reporting

Skills and Competencies: 

1) Ability to complete special projects in a timely fashion, and demonstrate creativity in gaining efficiencies in the Supply Chain environment

2)  Excellent interpersonal skills and the ability to positively interact on a verbal and written level with external vendors, service line colleagues and supply chain team members required

3)  Ability to multi-task and prioritize assignments in order to work toward defined objectives with a minimum amount of supervision

4)  High level problem solving and analytical skills

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

Associate of Arts: Business Administration/Management (Required)

Certifications:

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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