Supply Chain Coordinator

ABOUT AUSTIN REGIONAL CLINIC:

Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years!   We are one of central Texas’ largest professional medical groups with 35+ locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, PTO, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance, Development and more. For additional information visit https://www.austinregionalclinic.com/careers/

PURPOSE

The overall role of the Supply Chain Coordinator is to ensure that appropriate and best quality products and services for designated areas of responsibility within Austin Regional Clinic, Covenant Management Systems, and related entities (“organization”) are acquired and delivered in the most timely, cost effective, and efficient manner.  The Supply Chain Coordinator is required to be the subject matter expert in his/her designated area of products and services.  Maintains excellent customer service with all departments within the organization and with external suppliers.  Carries out all duties while respecting patient confidentiality and promoting the mission and philosophy of the organization.

ESSENTIAL FUNCTIONS

• Communicates with all parties as to the status of products and services required for the organization to maintain an efficient and effective operation and to support and facilitate ongoing quality patient care.
• Collaborates with internal customers to understand operations and their needs. Together with Supply Chain leadership, works to align supply chain support for those operations with the organization’s strategic direction to ensure maximization of efficiency and overall cost effectiveness.
• Receives requests for specific products or services from within the organization and determines if the request is appropriate. Based on the needs assessed in collaboration with internal customers, identifies and researches prospective suppliers.  Obtains price quotes for final products or services and initiates a purchase order.
• Manages and processes timely the day to day clinic and department internal stock requisitions.
• Ensures order quantities are reasonable based on customer’s operations and appropriate for storeroom on hand inventory.
• Ensures proper customer is selected and the order is coded properly in the Supply Chain system.
• Provides follow-up with customers to ensure orders are being fulfilled accurately and, if not, works with internal Supply Chain staff to identify process issues and implement improvements.
• Communicates inventory backorder issues to the customer and internally within the Supply Chain department to reduce delivery time.
• Helps to maintain the perpetual inventory system by facilitating good order management, placing timely stock reorders, supporting the daily cycle count, and ensuring customer returns are processed properly via the inventory system.
• Performs cycle counts daily and annual physical inventory count.
• Maximizes the use of available contracts including the utilization of GPO (Group Purchasing Organization) contracts. Evaluates potential alternatives when available including use of generics, substitutes, or value-added services. Works proactively with appropriate Operations personnel on the acceptance and use of generics by explaining cost savings and industry acceptance of product.
• Collaborates with Senior Supply Chain Coordinators on projects to ensure all required products and services within Coordinator’s area of expertise have been properly identified and helps to ensure the timely delivery of products or services in accordance with project timeline.
• Prepares and places purchase orders with suppliers. Tracks orders to ensure that they are received timely so as to avoid disruption of operations and patient care.  Coordinates with suppliers to ensure timely and accurate delivery of ordered supplies/services, expediting and resolving related problems as necessary. 
• Assists in extracting data, providing analysis, and preparing reports related to the Oracle Supply Chain system and various supplier systems including departmental usage information and overall buying trends.
• Reviews purchase requests to ensure appropriate coding and authorization.
• Responsible for the returns/credits process with suppliers as needed and coordination with Accounts Payable to ensure all credits are received timely.
• Coordinates with Accounts Payable, the Supply Chain Director, and suppliers to resolve match-hold problems. Identifies systematic problems leading to recurring match-hold issues and proposes process improvements to reduce error and to achieve a more efficient result.
• Identifies, researches, and resolves back-order discrepancies. Works proactively to avoid shortages by expediting orders or sourcing authorized alternative products to meet the organization’s needs.
• Makes recommendations for changes and improvements to existing policies and processes as it relates to his/her area of designation. Participates in the implementation of approved policies and procedures and monitors customer’s activities or system performance/output to ensure compliance.
• Assists in maintaining files pertaining to Supply Chain activities including agreements, purchase orders, pick tickets, packing lists, miscellaneous inventory transactions, cycle and physical inventory counts, inventory documentation, and other activities as requested.
• Provide pricing updates to the appropriate department(s) to ensure timely and appropriate review of all drug, vaccine, and billable supplies. Maintain pricing matrices to assist this evaluation and to facilitate the Supply Chain process.
• Investigates complaints and recommends corrective action as necessary to resolve issues related to vendors and outside parties.

OTHER DUTIES AND RESPONSIBILITIES

• Oracle supply chain subject matter expert as assigned
• Assures integrity of the Supply Chain IT system by assisting in updating supplier and inventory item information as well as facilitating inventory item additions and other system changes, as assigned
• Provides excellent customer service to internal and external individuals.
• Appropriately greets suppliers and sales representatives.
• Participates in field visits as appropriate.
• Interfaces with organization’s leaders.
• Answers telephones when necessary.
• Performs other duties as assigned.

QUALIFICATIONS

Education and Experience

Required: High School diploma or GED required.  One (1) or more years of experience in supply chain or a related position.

Proficient with Microsoft Excel, Access, Outlook, and Word applications. Experience working with a computerized perpetual inventory system and working knowledge with GPOs.

Preferred: Associate’s or Bachelor’s degree in Business, Healthcare Administration, or related field preferred. Experience working with a computerized perpetual inventory system (Oracle preferred.) Three (3) or more years of experience in supply chain or a related position. Experience working in healthcare, specifically multi-specialty physician practice and ambulatory surgical center.

Knowledge, Skills and Abilities

• Understanding of basic Supply Chain principles.
• Understanding of contract pricing and budgets.
• Strong organizational abilities including a penchant for documentation.
• Self-starter capable of working productively with minimum supervision.
• Must have excellent verbal and written communication skills in order to communicate clearly and effectively to all levels of staff and the public.
• Ability to develop spreadsheets, including utilization of formulas and functions, retrieve data from relational databases, and do word processing.
• Excellent keyboard and ten-key skills.
• Ability to perform accurate data entry.
• Excellent attention to detail.
• Excellent customer service skills.
• Excellent interpersonal & problem solving skills.
• Ability to sit for extended periods of time at a computer workstation.
• Ability to engage others, listen and adapt response to meet others’ needs.
• Ability to work in a team environment including aligning own actions with those of other team members committed to common goals.
• Ability to manage competing priorities.
• Ability to perform job duties in a professional manner at all times.
• Ability to understand, recall, and communicate, factual information.
• Ability to understand, recall, and apply oral and/or written instructions or other information.
• Ability to organize thoughts and ideas into understandable terminology.
• Ability to apply common sense in performing job.
• Ability to research and resolve problems.