Sourcing Specialist

New Haven, CT
Mar 25, 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:
Under the direction of the Associate Director of Procurement Operations, is responsible for the processing and procurement of requests for various supplies, services, and equipment. Monitors vendor performance and updates source files to assure compliance with negotiated prices, fill rates, and delivery dates. Works with Contract Specialists, Procurement Coordinators, vendors, and users to contain costs by considering the total cost of products including, process cost, freight & delivery conditions, storage, maintenance, life cycle, and associated products costs when making decisions. 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 Associate Director. Works with users and Materials Management to ensure each department's formulary is on-line and updated so that the majority of purchases are requisitioned electronically

The Senior Buyer Inventory is primarily responsibly for the procurement process of Just in Time (JIT) and Bulk Inventory accounts for the Yale New Haven Health System. Senior Buyer Inventory is responsible for Placing Orders, Confirming Orders, Expediting Orders, Review of Open Orders, Substitutions, Back Orders, Fill & Kill, Customer Service, % of EDI lines shipped, % of lines purchased under contract, Resolving Invoice exceptions, Communication with end Users.

The Senior Buyer Inventory is distinguished from the Buyer by the additional assignment of 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. Processes purchase requisitions to procure goods and services in a timely manner consistent with departmental standards.
  • 1.1. Reviews, prioritizes, edits and processes purchase requisitions in accordance to departmental procedures assuring completeness and accuracy of specifications, quantities, contract compliance, product quality and delivery requirements.
  • 1.2. Identifies and assists recommending vendor and product alternatives for non-contract commodity purchases.
  • 1.3. Acts as a resource expert for procurement issues and questions, and authorizes non-standard purchases when necessary.
  • 1.4. Coordinates purchases of capital equipment with Procurement Coordinator.
  • 1.5. Participate in cross functional teams for the development of common policies and procedures.
  • 1.6. Understand, identify and resolve differences between organization and service providers.
  • 1.7. Prioritize price parity savings opportunities by promoting transactional transparency across all YNHHS facilities.
  • 2. Assures timely delivery of products.
  • 2.1. Reviews open order reports and communicates with vendors as necessary, taking steps to assure timely delivery of products as needed.
  • 2.2. Advises requestor of any delays in delivery.
  • 3. Assures that pricing is consistent with existing contracts and the Materials Management System purchase orders and item files reflect accurate pricing.
  • 3.1. Reviews exception reports daily, making timely adjustments to purchase orders and item files as appropriate.
  • 3.2. Maintains item and vendor files for ensuring accurate vendor ship to, bill to address, pricing, packaging, catalog numbers, etc.
  • 4. Works with vendors, Contract Specialists, SC Analytics, and users to ensure a competitive price is being paid on non-contract items.
  • 4.1. Coordinates with Contract Specialist to determine when contract bids should occur.
  • 4.2. Coordinates competitive bids as deemed appropriate by Associate Director.
  • 4.3. Utilize benchmark tools to ensure prices paid are competitive (i.e., ECRI, VHA)
  • 5. Assures thorough and ongoing communication with users regarding delivery dates, price changes, contract updates, use of substitute items, vendor performance, date to day problem resolution and other pertinent information.
  • 6. Interacts with vendors to assure thorough and ongoing communications with customers from each Hospital and Yale New Haven System.
  • 6.1. Monitors vendor performance on a regular basis and communicates problems as appropriate.
  • 6.2. Maintains accurate vendor performance pertaining to vendor representatives- names telephone numbers and addresses.
  • 7. Works with Contract Specialists and users to assist in data management.
  • 7.1. Provides usage, pricing, or vendor information in Excel or Word formats as needed.
  • 7.2. Makes recommendations to and collaborates with Contract Specialists to achieve cost reduction targets.
  • 8. Continuously strives for improvement in the quality and scope of services provided by the Supply Chain Management division.
  • 8.1. Maintains and analyzes workload and quality improvement statistics.
  • 8.2. Recognizes new trends in practice and systems and works with Contract Specialists, SC Analytics and users to implement the same.
  • 8.3. Interacts with the users to assure that their needs are met.
  • 8.4. Assures that all record keeping is accurate and properly maintained to track purchases, pricing, etc., and to resolve problems and enhance accountability of staff.
  • 9. Maintains ongoing communications to establish good customer relations with co-workers, fellow employees, vendors and visitors.
  • 10. Assures compliance with federal, state and other regulatory standards, laws, practices and applicable codes of ethics.
  • 11. Assures confidentiality of all contract pricing and terms as well as individual computer related security codes (password, I.D., etc.).
  • 12. Performs other related duties as required to support the overall needs to the department.
  • 13. Ensures all Accounts Payable discrepancies/buyer messages are resolved on a weekly basis.

    Other information:

    EDUCATION:

    Bachelor's degree in Finance, Business, Materials Management or related field, or considerable experience in Materials Management/Purchasing/Inventory Control, with supplemental training in computer systems/software applications (Excel, Word, etc.). BS Degree or equivalent

    EXPERIENCE:

    Seven to Ten years experience. Progressively responsible experience in procurement in a Healthcare setting with a working knowledge of Procurement principles. Supply chain, purchasing and or materials management training preferred.

    LICENSURE:

    N/A

    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 procurement of assigned goods and services. Responsible for obtaining quotes, negotiating prices, scheduling and terms and conditions. Proactive in problem solving, team development, adding value and removing waste in the procurement process, and self development. The Senior Buyer may be required to train and/or direct the work of others staff assigned to the Procurement Operations Department under the direction of the Assoc. Director of Procurement. Promotes positive thinking avoids negative attitudes. Strives to be a positive reflection of the Strategic Sourcing Department. 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: 6258

    Department: Procurement Operations
    Category: Supply/procurement
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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