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Administration Jobs

IPS Admin Supervisor (34215)

KLS Martin Group

Jacksonville, FL

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JOB DETAILS
SKILLS
Administrative Management, Administrative Skills, Alliance/Partner Management, Analysis Skills, Billing, Business Support, Coaching, Communication Skills, Computer Software, Continuous Improvement, Critical Care, Customer Escalations, Detail Oriented, Distribution Services, Document Management, Documentation, Documentation Standards, Establish Priorities, FDA Requirements, Financial Systems, Financial Transactions, HIPAA (Health Insurance Portability and Accountability Act), ISO (International Organization for Standardization), Identify Issues, Implants, Intrusion Prevention Systems, Inventory Levels, Inventory Management, Keyboards, Leadership, Lift/Move 20 Pounds, Maintain Compliance, Manufacturing/Industrial Processes, Mathematics, Medical Products, Mentoring, Multitasking, Office Equipment, Onboarding, Operations, Operations Management, Order Processing, Organizational Skills, Patient Care, People Management, Performance Analysis, Performance Management, Performance Metrics, Presentation/Verbal Skills, Pricing, Process Improvement, Product Design, Quality Metrics, Record Keeping, Records Management, Regulations, Reporting Skills, SAP, Safety Compliance, Safety Standards, Safety/Work Safety, Sales, Standard Operating Procedures (SOP), Statistics, Support Documentation, Surgical Procedures, Surgical Supplies, Time Management, Training/Teaching, Transaction Processing/Management, Typing
LOCATION
Jacksonville, FL
POSTED
1 day ago
Who We Are

At KLS Martin, we offer a unique opportunity to contribute to the success of a dynamic and thriving company whose products are used daily across the world to help surgical patients.

The KLS Martin Group is a worldwide leader in creating surgical solutions for the craniomaxillofacial and cardiothoracic fields. Surgical innovation is our passion, and we are constantly working with surgeons to improve surgical care for their patients. Our product portfolio includes titanium and resorbable implants for reconstruction, innovative distraction devices to stimulate bone lengthening, over 4,000 surgical instruments, and other surgical products designed specifically for CMF and cardiothoracic surgeons.

KLS Martin is an innovative leader in the treatment of CMF deformities and trauma cases. We use Individual Patient Solutions (IPS) by using our proprietary IPS products where CT scans are used to custom design implants that are created specifically for that individual patient. This technology allows our surgeons to provide the best in class treatment for their patients.

KLS Martin Guiding Principles
  • Established, Privately Held Business Group: Responsive to customers, not shareholders. KLS Martin has manufactured medical products since 1896, and we have sold our products in the United States under the KLS name since 1993. We have always been, and always will be, privately owned.
  • Patient Focus: We design products with the patient in mind CMF, Thoracic & Hand
  • Product to Table: Integrated planning, design, manufacturing and distribution process
  • Educational Partner: Our primary focus for support is on education
  • Inventory Alliance: Inventory management is critical to patient treatment/outcome
  • Surgical Innovation is Our Passion: More than just a tagline
What We Offer
  • We provide full time employees with a competitive benefits package, including paid parental leave
  • In house training and professional development opportunities
  • A culture of creativity and innovation by drawing on diverse perspectives and ideas to drive surgical innovation
Job Summary

The IPS Administrative Supervisor provides leadership and oversight for the IPS Administration team, managing daily workflow, priorities, and performance to ensure accurate, timely case processing. This role maintains comprehensive knowledge of IPS Administration processes, including order setup, invoicing, revisions, and documentation compliance. The Supervisor develops and maintains SOPs, trains and mentors staff, and serves as the decision-maker for complex or escalated cases. By monitoring KPIs, financial activities, and system data, the Supervisor drives efficiency, accuracy, and continuous improvement while ensuring compliance with quality, safety, and regulatory standards.

Essential Functions, Duties, and Responsibilities
  • Supervise daily operations of the IPS Admin team, ensuring accuracy, consistency, and adherence to documented procedures.
  • Maintain comprehensive knowledge of IPS Administration processes, including case entry, order setup, invoicing, revisions, and workflow timing, while overseeing compliance with controlled procedures, quality requirements, and internal documentation standards.
  • Provide training, coaching, and development for team members, including onboarding, process updates, and performance improvement.
  • Manage SAP transactions related to IPS Admin tasks, including sales order creation, goods receipt entry, material movement, pricing maintenance, and case documentation.
  • Develop, update, and maintain SOPs, process maps, and reference materials to ensure consistency, minimize errors, and support continuous learning.
  • Monitor team productivity, accuracy, workload, and attendance, making adjustments as necessary and documenting evaluations to support accountability and departmental goals.
  • Lead process improvement initiatives to streamline workflows, reduce rework, and increase efficiency across IPS Administration.
  • Serve as the decision-maker for complex or exception cases, providing guidance on escalated issues, NCMRs, and system troubleshooting.
  • Track and oversee pricing adjustments, monthly SAP inventory activities, and other financial transactions in alignment with departmental requirements.
  • Monitor, collect, and analyze KPIs and production statistics, preparing reports to evaluate performance, identify improvement opportunities, and guide operational decisions.
  • Perform other related duties as assigned.
Educational and Experience Requirements
  • High school diploma or equivalent, AA degree preferred or equivalent combination of education and experience.
  • Two years related experience or equivalent combination of education and experience.
  • Proficient user of Microsoft Office applications
  • Use of SAP preferred but not required
Knowledge, Skills, and Abilities
  • Comprehensive knowledge of IPS Administration processes, including case entry, order setup, invoicing, revisions, and workflow timing, with the ability to oversee compliance and ensure accuracy.
  • Strong understanding of documentation practices, with the ability to audit Device History Records (DHRs) and case files for completeness, accuracy, and compliance.
  • Ability to learn and apply skills with electronic tools and systems for monitoring workflows, generating reports, managing documentation, and overseeing SAP transactions.
  • Attention to detail and accuracy in managing sensitive records, financial entries, and inventory adjustments in alignment with quality standards.
  • Ability to coordinate multiple priorities, assign resources, and balance workloads effectively to meet departmental goals.
  • Effective leadership and communication skills, with the ability to train, mentor, and provide empathetic guidance to team members.
  • Strong organizational skills to maintain departmental efficiency, audit-ready documentation, and accurate reporting.
  • Ability to identify and drive process improvements, implementing sustainable solutions to enhance efficiency and reduce rework.
  • Commitment to upholding KLS Martin's workplace safety standards.
  • Adhere and support HIPAA business partner requirements, KLS Martin's quality policy, including FDA requirements and ISO 13485 standards relating to IPS Administration.
Skill Requirements
  • Typing/computer keyboard
  • Utilize computer software (specified above)
  • Retrieve and compile information
  • Maintain records/logs
  • Verify data and information
  • Organize and prioritize information/tasks
  • Operate office equipment
  • Verbal communication
  • Written communication
  • Public speaking/group presentations
  • Research, analyze and interpret information
  • Investigate, evaluate, recommend action
  • Leadership and supervisory, managing people
  • Basic mathematical concepts (e.g. add, subtract)
Physical Requirements
  • Sitting for extended periods
  • Extended periods viewing computer screen
  • Walking
  • Reading
  • Speaking
  • Hear/Listen
  • Maintain regular, punctual attendance
  • Lifting/carrying up to 20 pounds various items
  • Repetitive Motions
  • Writing
Hazards
  • Office working environment

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

KLS Martin is a drug free employer

About the Company

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KLS Martin Group

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