Supervisor Vendor Relations

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New Haven, CT
Apr 8, 2019

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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:
Vendor Relations Supervisor, reporting to the Strategic Sourcing Manager, is responsible for maintaining normal operations within the procurement function within the assigned department. Monitors performance of daily ordering operations and systems and facilitates solving any issues that would impact procurement of needed hospital supplies. Ensures that order confirmations are being done by all Buyers and Sourcing Specialists and monitors performance over time. Monitors vendor performance and updates source files to assure compliance with negotiated prices, fill rates, and delivery dates. Assumes a value-add role within the Strategic Sourcing Department, exhibiting strong purchasing fundamentals. May be a technical resource across cross functional work groups. Works on special projects as assigned by the Manager.
The Vendor Relations Supervisor is primarily responsible for running Procurement Operations under the supervision of the Strategic Sourcing Manager. Vendor Relations Supervisor will also review and ensure that staff maintains low levels of open orders, backlogged queues for all Buyers, substitutions, % of EDI lines shipped, % of lines purchased under contract, and communicating with end users. The Supervisor is responsible for HR functions of reviews, rewards, and disciplinary actions for procurement staff.
Vendor Relations Supervisor is given additional tasks and duties which require the incumbent to exercise a greater degree of independent judgment and analysis. Exhibits strong professionalism and organizational skills with high integrity. Ability to mentor subordinate members of the procurement team.

Responsibilities:
  • 1. Ensures daily operations of procurement run smoothly and efficiently by enforcing policies and procedures with all members of the staff. Makes sure the JIT, VBO, bulk, and EDI services are running at full efficiency. Assists in maintaining Supplier Portal database and ensure procurement staff is executing appropriate changes.
  • 2. Acts as primary escalation point for Buyers and Sourcing Specialists for PO issues, late or delayed deliveries, backorder resolution, damaged and overstock returns, order expedites, and allocation formula monitoring when procurement staff cannot resolve directly. Documents and reports issues for Supplier KPI?s and audits impacted Supplier Scorecard for accuracy.
  • 3. Monitors invoice exception rates for all Buyers and Sourcing Specialists and addresses causes of those errors, while working with the team to prevent future errors, lowering the overall exception rate.
  • 4. Helps to train members of the procurement staff in processes and system tasks.
  • 5. Manages any problems that would interfere with procurement operations by either solving system issues or contacting and working with the appropriate parties to fix the issues. Sees the problem through to a fast and complete resolution. When EDI errors occur, makes sure all orders are accounted for and placed in a timely fashion by other means. Escalates contract compliance issues when unable to directly resolve to associated Contract Specialist. Leads daily huddles with Strategic Sourcing staff to identify and prioritize communication and issue follow-up for resolution.
  • 6. Identifies, documents, and communicates vendor contract compliance violations as reported by staff and end customers. Violations need to be documented in Supplier Scorecard and the Vendor Relations Supervisor will audit the KPI?s to ensure consignment programs, expired product, failure to supply, recall/quality issues, non-contract spend, and allocation compliance are accurately reported.
  • 7. Attends and provides support during business reviews as needed. Also provides support and follow-up for root cause and corrective action plans submitted by supplier to support Supplier Scorecard improvement.
  • 8. First level supplier behavior issue resolution. Ensures VendorMate policy is adhered to and suppliers are compliant with YNHH Policies. Also will directly mitigate reported incidents of poor or unprofessional behavior as required with any penalties being levied against suppliers or their representation. Supervisor will report incidents to ensure documentation in Supplier Scorecard and will escalate issues to Contract Specialists as needed if issue cannot be resolved in a timely manner.
  • 9. Creates, writes, and revises Strategic Sourcing policies and procedures with input and approval from the Manager for procurement function and workflows. Collaborates with Strategic Sourcing for input to ensure appropriate consensus is reached and SOPs developed.
  • 10. Administers and reviews results of Annual Customer Satisfaction Survey for procurement function and ensures higher year-over-year participation from customers/end-users.
  • 11. The Vendor Relations Supervisor is responsible for facilitating, coordinating and conducting activities related to the product conversion process with materials staff, corporate supply chain, customers and other support departments to ensure a timely and seamless conversion. Conversion activity will be reported back to the hospital and corporate supply chain management in a prescribed format.
  • 12. Responsible for assisting in the improvement of procurement metrics and for hospital customer service. Point person for hospital specific vendor access management. Point person for employee suggestion programs. Responsible to work with the Finance Department on specific hospital budgeting needs.

    Other information:

    EDUCATION:

    Bachelor's degree (or equivalent) required in Finance, Business, Materials Management or related field, or considerable experience in Materials Management/Purchasing/Inventory Control/Contracting.

    EXPERIENCE:

    Five to seven years of experience in procurement in a Healthcare setting with a working knowledge of procurement principles recommended. Supply chain, purchasing and/or materials management training preferred. Supervisory/Management experience strongly recommended.

    LICENSURE:

    Certified Materials & Resource Professional (CMRP) or equivalent & relevant professional certification (Six Sigma, APICS CPIM or CSCP, etc.) preferred

    SPECIAL_SKILLS:

    Excellent communication skills (written, oral and presentation). Ability to work independently. Problem solving skills. Effective time management skills. High level of aptitude in spreadsheet, databases, and electronic commerce. Ability to facilitate cross-functional work teams.
    ACCOUNTABILITY:

    Responsible for the smooth operation of procurement functions for the Health System on a daily basis. Ensures the Procure-to-Pay process is functioning efficiently and facilitates change to inefficient processes. Will be held accountable for overall Procurement performance including invoice exception rates, percentage of orders and lines transmitted through EDI, and other customer service metrics. Will be required to train and/or direct the work of others staff assigned to the procurement function within the department under the direction of the Strategic Sourcing Manager. Promotes positive thinking and strives to be a positive reflection of the Strategic Sourcing Department and CSC Management team. Actively promotes the mission, vision and goals of the Strategic Sourcing Department. Interacts and performs daily working being: honest, trustful, consistent, trustworthy, principled, open and fair.
    COMPLEXITY:

    Must be able to maintain a high level tolerance for changing environments. Supports in establishing and implementing changes in departmental policies or procedures
    PHYSICAL_DEMAND:

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    Job Info

    Job: 5671

    Department: Procurement Operations
    Category: Mgmt/leadership
    Sub Category: NON-CLINICAL
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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