Sr Mgr Systems Clin Materials

New Haven, CT
Oct 4, 2018

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.
EEO/AA/Disability/Veteran
Summary:
Reporting to the System Director, Clinical Materials Management, the Sr. Manager is responsible for the day to day operations of the clinical materials function at all delivery networks. In this role the Sr. Manager oversees delivery network site managers and staff who also maintain matrix reporting to site leadership. The scope includes responsibility for the quality, value and availability of the supplies, regulatory compliance, inventory technology administration, product inventory management, expense/ budget management, new product requests, product conversions, management of vendors and customer service. The Sr. Manager establishes standards of performance for both quality and productivity, policies and procedures for all aspects of program operation and ensures consistent implementation and adherence at all sites. The Sr. Manager engages in ongoing performance improvement efforts and establishes and monitors key performance indicators. Interacts with health system and hospital leaders, physicians and all types and levels of staff in the performance of job responsibilities.
Responsibilities:
  • 1. General Administrative and Operational
  • 1.1 Evaluates site and departmental systems, programs, procedures and activities on a regular basis and makes adjustments as needed to ensure high quality performance and service and efficient daily operations.
  • 1.2 Ensures adherence to organizational compliance policies with internal and external customers and suppliers.
  • 1.3 Identifies significant industry trends that have an impact on productivity, technology, budget and personnel.
  • 1.4 Recommends to the Director, Clinical Materials Management, actions/ changes that will improve cost and/or quality outcomes for the Department.
  • 1.5 Leads, coaches, counsels and develops leaders within areas of responsibility. Provides for the on-going development and education of Materials Management staff.
  • 1.6 Oversees Human Resource activities within the department including recruitment, orientation, training, promotions, and counseling and discipline.
  • 1.7 Establishes and measures outcome and productivity criteria, holding staff accountable for successful performance.
  • 1.8 Ensures that position descriptions are updated to reflect work activities and responsibilities.
  • 1.9 Leads performance improvement projects and initiatives.
  • 1.10 Makes certain that all employees meet annual mandatory educational and medical requirements
  • 1.11 Leads and directs a diverse workforce that achieves organizational and departmental goals and objectives for quality, cost and service.
  • 2. Financial Performance
  • 2.1 Non Labor Expense Management - Active participation of operating departments Clinical Governance and Nursing Governance Committees, the Northeast Purchasing Coalition and Health System Technology Evaluation Committees.
  • 2.2 Contract Management - Implements and manages systems and practices that ensure maximum on contract purchases with subsequent reduction in use/ purchase of non- formulary or off contract products. Collaborates with Supply Chain CGC support staff in the management of product conversions, SKU reductions and formulary control.
  • 2.3 Inventory Management - Develops, implements and updates systems to optimize inventory and ensure efficiency of supply chain operations.
  • 2.4 Establishes KPI''s for labor, non-labor expense and inventory management, tracking and trending and implementation plans to improve financial performance.
  • 3. Customer Service/ Quality/ Performance Improvement
  • 3.1 Performance Monitoring - Ensures the establishment and ongoing tracking and reporting of key performance indicators with consistency across sites and departments as appropriate. Regularly measures compliance with department standards of service.
  • 3.2 Inventory Management - Ensures that systems, policies and staffing are in place to provide critical medical and surgical supplies when and where needed in support of department operations and patient care.
  • 3.3 Collaboration and Communication with Director and end users - Works closely with site and department leadership and staff in developing and ensuring adherence to standards of service for all materials management functions.
  • 3.4 Product Distribution - Ensures efficient, timely, accurate and regulatory compliant distribution of materials including storerooms, defined point of use locations, defined mobile supply carts and/or established case cart systems.
  • 3.5 Voice of Customer - Develops systems, policies and practices to assess and report customer perception of services and develops and implements action plans for improvement.
  • 3.6 Performance improvement - Identifies annual performance improvement goals, objectives and specific projects with alignment of all management and staff through annual performance planning process. Engages and collaborates with other departments within and outside of Corporate Supply Chain Section.
  • 4. Technology and Analytics
  • 4.1 Demonstrates knowledge of Materials Management Information System (Lawson) and other supply chain information management systems and establishes process, policy and procedure to operationally support the goals of the Materials Management Info System. Identifies opportunities to improve functionality, develops business case, and builds organizational and departmental support for change.
  • 4.2 Ensures consistent and optimal use of Materials Management Info technologies by all Materials Management Staff. Provides operational support for proper function of interfaces to other systems, and ongoing maintenance of the system to ensure data integrity and accuracy of transactions. Coordinates with system peers to promote and ensure consistency of system utilization.
  • 4.3 Ensures Optimized use of all supply chain technologies and data sources, to include, but not limited to GPO tools, price benchmarking, cost benchmarking, capital benchmarking, and other technologies.
  • 4.4 Supports the development of policy, procedure and supportive analytics to address health system goals of product consolidation, standardization and utilization, taking advantage of the functionality inherent in Lawson Materials Management applications and other supply chain technologies. Also supports the assessment and onboarding of potential new members to the Yale New Haven Health System as it relates to Materials Management and other supply chain management programs.
  • 4.5 Develops and implements systems, resources, policies and procedures to maintain and improve the integrity and accuracy of inventory data for all health system entities.
  • 4.6 Supports the development and monitoring of integration and interfaces of POU systems and other supply chain information systems to enterprise wide systems such as EPIC.
  • 5. Employee Engagement/ Work Environment
  • 5.1 Work Environment - Regularly rounds within areas of responsibility, identifies, documents and follows through with corrective action for any identified deficiencies in EOC
  • 5.2 Staff Work Areas - Ensures staff have comfortable, well organized and equipped work areas that support efficient execution of responsibilities.
  • 5.3 Staff Recognition - Plans, organizes and participates in various staff recognition events to include annual professional recognition, holiday or seasonal gatherings and/or special achievement recognition events. Develops programs to regularly communicate and engage staff, i.e. open forums, birthday cards, department rounding etc.
  • 5.4 Staff compensation - Makes certain job descriptions are kept up to date and market reviews and analysis are conducted as needed to reflect changes in responsibilities. Ensures performance reviews are completed and processed on time.
  • 5.5 Staff Education and Development - Ensures systems are in place to orient, train, re-train and assess competency of staff on an ongoing and as needed basis. Identifies and encourages leadership and staff development opportunities and promotes development of career ladders and/or paths appropriate to individual staff. Ensures consistency in adherence to posting, selection, and promotion policies.
  • 6. Provider of Choice
  • 6.1 Develops and implements systems, policies and procedures - Ensures availability of medical and surgical supplies at point of use areas in support of patient care and safety.
  • 6.2 Support of Patient Safety Initiatives - Provide for materials management support of patient safety goals including backup systems to obtain critical supplies, latex identification, expiration management, management and communication of product recalls or warnings, and implementation/ provision of applicable products.
  • 6.3 Product Quality, Organization and Integrity - Provides facilities, systems and structures to maintain high quality products in an organized setting to facilitate location as needed and to preserve package integrity and product content.
  • 7. Information Technology Systems
  • 7.1 Standardization of Systems - Facilitates and promotes consistent implementation and application of materials management systems for the management, control and distribution of products (Lawson, EPIC, QSight, Qpar etc.)
  • 7.2 Maintenance of Medical and Surgical Supply inventory data - Develops and implements standards, policies, procedures and accountabilities working collaboratively with Health System Supply Chain Analytics department and site and department level staff to ensure clear delineation of responsibility and efficiency of operations.
  • 7.3 Workflow Optimization - Seeks to identify and implement policy and practice that maximizes efficiency and reduces or eliminates redundancy. Examples include automation of interfaces, automation of database updating (YD05), consistent product descriptions, implementation of vendor bill only entry, and definition of product conversion steps, roles, accountabilities and timelines.
  • 7.4 Reporting, Trending and Utilization of Data - Develops and implements system, policies and standard work applicable to available performance information i.e. products soon to expire, obsolescent inventory, DPC returns, product back order, storeroom stock outs, over par orders, x-item purchases etc.
    Other information:

    EDUCATION:

    Bachelors degree in business, health administration or related field. Masters degree or 10 plus years proven experience in health care supply chain/ materials management operations in perioperative/ OR setting.

    EXPERIENCE:

    Demonstrated leadership in hospital materials management with extensive experience in materials management, supply chain, budget planning, financial management, supply chain analytics and materials management Enterprise Resource Planning Information systems, purchasing and contracting, performance improvement, and project planning. Must have thorough knowledge of regulatory requirements of DPH, CMS, and TJC, and an understanding of professional association standards for areas of responsibility.

    LICENSURE:

    AHRMM membership and CMRP certification (or completion within one year of hire)

    SPECIAL_SKILLS:

    Comprehensive understanding of advanced inventory and distribution methods, including traditional, stockless, JIT, consignment, etc. Must be able to independently plan, develop and implement policies, procedures, and programs/ services; Strong analytical ability; Leadership skills; Exemplary organizational, verbal/written communication skills; Proven experience and skill in physician relations; Ability to think and function with an organizational and health system perspective; Collaboration and negotiation skills; Ability to engage and motivate a diverse work force in the accomplishment of defined goals and objectives; Working knowledge of software systems that support management decisions; Knowledge and experience with performance improvement principles, tools and techniques.
    ACCOUNTABILITY:

    Responsible for overall operations of all areas of responsibility as described above; Sets goals and objectives that compliment organizational initiatives of safety, quality, cost and service; Oversees materials services for the Operating Rooms, Interventional Radiology and Cath Lab areas at all health system sites; Manages salary, non-salary, budgets; Manages human, financial, material and information resources; Interacts with external vendors, organizations, consultants and suppliers; Maintains effective working relationships with physicians, nursing and allied health professionals in all areas of responsibility.
    COMPLEXITY:

    Multi-facility, multi-department responsibility requiring interaction with multiple hospital management teams, budget processes, and leadership cultures. He/she manages in a collaborative and interdisciplinary, fast paced, culturally diverse environment that requires knowledge and skills related to: Principles of materials management and supply chain services; Data acquisition, use, and management; Operating, capital and facilities budget management; Employee relations and management; Leadership and motivational skills; Organizational and staff development; Verbal, written and formal presentation skills; Conflict management and resolution; Collaboration and team building; Activities and workflow associated with preparation for clinical procedures; Patient charging and hospital reimbursement systems.
    PHYSICAL_DEMAND:

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    Job Info

    Job: 1849

    Department: Clinical Materials Management
    Category: Mgmt/leadership
    Sub Category: CLINICAL
    Status: Full Time
    Shift: DAYS
    Hours: 40.00