000498 (Procurement Specialist) 

Position Objective:

The Procurement Specialist will purchase supplies, services and equipment for assigned departments/categories. Meets with health system personnel and suppliers to coordinate all purchasing activity. Utilizes the bidding process, group purchasing contracts, health system contracts and negotiation skills to obtain the lowest possible price while maintaining an acceptable level of quality, delivery and service.

Works collaboratively with supply chain co-workers and departmental leadership to organize, schedule, execute daily supply chain activities across the health system including, using contract management systems, group purchasing organization(GPO) systems and several supply chain software applications.  Skilled at supplier relationship management, able to document cost savings and containment achievements, strives for quality and process improvement, and superior customer service.

Essential Job Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

1.        Responsible for all functions within procurement system. Includes ordering, documentation processing (invoices/packing slips/purchase orders), cost/freight tax/general ledger coding,  PeopleSoft, GHX systems operation, credits, accrual reports, file maintenance, and other supplier related functions in timely/accurate manner.

2.        Ensures all purchase requisitions are completed correctly  by department requisitioners and that correct items are ordered to ensure contract compliance and best pricing; while balancing the need to check into what products are available as inventory items, approved PeopleSoft items,  under contract items or special request items that require competition and sourcing.

3.        Proactively communicates with colleagues/customers/suppliers. Communicates with end user customers regarding status of orders as appropriate. Proactively communicates with supplier/ representatives to ensure optimum service to the health system. Acts as primary liaison for Luminis Health between requestors and suppliers. Keeps Manager/Leadership appraised of any significant issues in a timely basis.

4.        Assists in product selection, evaluation/supplier preference process. Researches product literature to continuously evaluate products/suppliers to assist the health system in making the best supply chain decisions.  Monitors special requests for items that may already be in inventory or GPO/contracted or preferred item. 

5.        Purchasing of products/equipment involves a variety of responsibilities including review of purchase requirements, researching supplier sites or software applications such as ECRI and other sources, comparing prices and quality, locating suppliers with product availability.  This also may involve negotiating with sales reps, and performing cost analysis on new/alternative products.

6.        Monitors price increases to ensure increases are in line with accepted practice and contract requirements; works with Clinical Value Analysis Manager as needed and locates alternative sources when necessary. Advises management/leadership of any issues that are out of the norm.

7.        As needed, negotiates best pricing with suppliers. Assists in formal bid processes, may support RFP processes from time to time.

8.        Effectively works on resolving back orders and keeps the end users advised of any changes or delays. Working closely with the Manager of Clinical Value Analysis and end-user departments finds acceptable substitute products if necessary.

9.        Prepares reports for leadership documenting cost savings and other trends upon request.

10.   Function on temporary or as needed basis as vacation/holiday relief for other departmental staff; performs other related duties as assigned which may include supporting inventory procurement, capital equipment and service purchase order creation or the issuing  of complex “bill only” purchase orders for clinical procedure areas such as the OR or Cath Lab.

11.   Excellent verbal and written communication skills.

12.   Working knowledge of Microsoft Outlook and other Microsoft Office tools.  Excel profiency desired, proficient in use of computerized procurement software.

Educational/Experience Requirements:

• Associates Degree, Bachelors Degree or equivalent years of experience is required.

Required License/Certifications:

Working Conditions, Equipment, Physical Demands:

There is a reasonable expectation that employees in this position will be not exposed to blood-borne pathogens.

Physical Demands -

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position.  This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.

Equipment and Capital Category Manager

Position Objective:

Under the general supervision of the Manager, Contracts and Sourcing, the Equipment and Capital Category Manager drives strategic sourcing and contracting initiatives for equipment and capital projects. This role emphasizes systemwide standardization, capital planning, and cross-functional collaboration with Finance, Clinical, Information Services, Bio-Med, Risk Management, and Supply Chain. The Category Manager leads supplier negotiations, ensures contract and regulatory compliance, and oversees technology assessments to support enterprise goals and systemwide alignment.

Essential Job Duties:

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This role includes strategic category management, capital and operational budget collaboration, and leadership in sourcing, contracting and procurement activities. The manager drives value through data analysis, benchmarking, and supplier engagement, while ensuring alignment with organizational priorities and compliance standards.

1.      Sourcing and Category Strategy Development:

a.      Demonstrates expertise in the use of external sources to keep abreast of trends, pricing, benchmarking tools, GPO initiatives, etc.

b.     Use the RFP process and other decision support tools to perform analysis on supply usage trends in order to identify savings opportunities, drive standardization and equipment selection.

c.      Conducts comprehensive market research, thorough financial analysis, and consults with appropriate department owners and teams to determine procurement strategy, assisting in lease v. buy v. place analysis.

d.     Represents Supply Chain as a functional reviewer on all equipment and capital requests and manages requests through functional, clinical, technical and budgetary review processes.

e.      Thoroughly reviews new requests, using a quality check list to validate departmental account and GL coding, pricing, supplier information/documentation and to ensure operational costs have been identified separately from capital costs

f.        Encourages consideration of small, woman-owned and minority vendors when presenting options to department users.

2.      Strategic Procurement:

a.       Manages contracts through the appropriate procurement and contracting process.

b.     Utilizes Symplr, GHx and GPO CLM tools

c.      Ensures Contract Compliance through collaboration with Value Analysis, Contract Administration and Legal as well as other necessary stakeholders such Finance, Biomed, IS and the Privacy office to ensure Contracts meet corporate standards and are executed in accordance to Supply Chain policies and procedures.

d.     Responsible for ensuring that approvals and contracts are stored in the appropriate contract CLM Tools

3.      PO Execution and Reporting:

a.      Responsibly for the generation and design of purchase orders for Contracts, Service, Maintenance, Licenses and other POs that support the purchase of equipment and capital projects and non-capital- non routine supply purchases i.e. POs for contracts.

b.     Continually reviews and updates capital budget report as needed.

c.      Collaborate with Finance to ensure all service agreements have specified naming conventions in order for those POs to be easily identified and accounted for on the month end PO Accrual report.

d.     Provides support to Procurement such as: back-up Procurement Analysts, research of PO to Invoice matching errors and providing resolution, research old/outstanding purchase orders to determine if they can be closed or if payment is still required, and continuous collaboration between purchasing and accounts payable on the status of those POs.

4.      Implementation Support:

a.      Collaborates with all affected departments on request and maintains oversight on the implementation process for equipment and capital projects utilizing project plans as required.

b.     Coordinates with Contract Administration and Supply Chain Systems team to ensure updates to pricing and associated product conversions are executed in accordance with the project schedule.

5.      Ongoing Contract Compliance and Vendor Management:

a.      Assists in the development of compliance reporting and attends QBRs as necessary to manage compliance against contracted strategies.

b.     Maintains Furniture, Fixtures andEquipment (FF&E) standardization, as well as manages the coordination, procurement and delivery of FF&E for ergonomic requests from Employee Health, requests from departmental leaders and any non­ capital related projects. Coordinates the purchase of furnishings and equipment needs for major capital renovations and capital projects as requested.

c.      Assists with equipment returns

d.     Meets on a routine basis with assigned areas to improve service, quality and financial outcomes, developing partnerships with supporting departments such as information services, finance, and other support services.

6.      Process Improvement: Participates in department and organizational LEAN/Process Improvement efforts; makes recommendations to the Manager of Sourcing and Contracting on improvements to methods and procedures as they relate to the Capital Equipment sourcing functions.

Educational/Experience Requirements:

Required Minimum Education.

·         The minimum level of education for this position is Bachelor’s degree or equivalent years directly relatable Health System procurement experience.

Required Minimum Experience:

·         Five years of strategic sourcing or category management experience in a healthcare or hospital environment required.

·         Three years of capital planning or project management experience preferred.

·         Demonstrated experience in cross-functional leadership, contract negotiation, and technology assessment.

·         Proficiency in budgeting, supply chain analytics, and vendor management.

·         Experience with Microsoft Office Suite and ERP systems required.

·         LEAN/Six Sigma or other process improvement certifications preferred.

Required Licenses/Certifications:

·         None required; LEAN/Six Sigma certification preferred.

Working Conditions, Equipment, Physical Demands:

Medium work. Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

There is a reasonable expectation that employees in this position will not be exposed to blood-borne pathogens.

Position Objective:

Procurement Analyst is a hybrid roll that bridges the roles of Buyer and Contract Administrator, responsible for leveraging strong interpersonal skills and system knowledge to optimize the procurement process, ensure compliance with departmental policies and enhance supplier relationships while driving cost efficiency and quality in purchasing decisions.

Essential Job Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Contract Management:

• Assist Contract Administrators, Capital Analyst and Value Analysis Manager in the development and implementation of purchasing strategies to optimize costs.
• Assists with loading contracts and contract pricing into departmental tools and systems.
• Assist in planning and coordination of large RFP initiatives

Purchasing:

• Reviews and process purchase orders and requisitions as needed to backfill purchasing department
• Creation of Contract and Capital purchase orders
• Assist purchasing in closing and canceling back orders as well as forecasting adjustments for inventory items to prevent overstocking or stock outs.
• Coordinates with logistics to ensure timely delivery of goods, accurate receipts, and resolution of any supply issues to prevent material shortages or delays.
• Assists purchasing in triaging and clearing of match exceptions to meet departmental goals.
• Track and report on key performance indicators (KPIs) related to purchasing and primary distributor performance.

·         Utilizes Supply Disruption Manager Tool to analyze and inform on potential concerns or opportunities in our purchasing data.

Departmental:

·         Prepares and presents reports on purchasing activities and performance such as morning huddle scorecard and primary distributor performance.

• Manages recall management tool and procedure to ensure compliance with System Policy.

·         Maintains and improves relationships with suppliers through Bid list development, MBE program enrollment and validation, ensuring supplier onboarding is complete, pricing accuracy and timely payments are made.

• Participates in supplier audits and assessments.

·         Assists leadership in the implementation of departmental initiatives, procurement special projects, software and tools.

• Supports the development of procurement policies and procedures.

Educational/Experience Requirements:

·         Bachelor’s degree preferred or equivalent experience.

·         Computer skills required in word processing, Excel spreadsheets, database management and web based analytics.

·         Excellent analytical, written, interpersonal, independent thinking and communication skills required.

·         Detail oriented.

Required License/Certifications:

• None

Working Conditions, Equipment, Physical Demands:

There is a reasonable expectation that employees in this position will not be exposed to blood-borne pathogens.

Physical Demands -

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position.  This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.

Position Objective:

Procurement Analyst is a hybrid roll that bridges the roles of Buyer and Contract Administrator, responsible for leveraging strong interpersonal skills and system knowledge to optimize the procurement process, ensure compliance with departmental policies and enhance supplier relationships while driving cost efficiency and quality in purchasing decisions.

Essential Job Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Contract Management:

• Assist Contract Administrators, Capital Analyst and Value Analysis Manager in the development and implementation of purchasing strategies to optimize costs.
• Assists with loading contracts and contract pricing into departmental tools and systems.
• Assist in planning and coordination of large RFP initiatives

Purchasing:

• Reviews and process purchase orders and requisitions as needed to backfill purchasing department
• Creation of Contract and Capital purchase orders
• Assist purchasing in closing and canceling back orders as well as forecasting adjustments for inventory items to prevent overstocking or stock outs.
• Coordinates with logistics to ensure timely delivery of goods, accurate receipts, and resolution of any supply issues to prevent material shortages or delays.
• Assists purchasing in triaging and clearing of match exceptions to meet departmental goals.
• Track and report on key performance indicators (KPIs) related to purchasing and primary distributor performance.

·         Utilizes Supply Disruption Manager Tool to analyze and inform on potential concerns or opportunities in our purchasing data.

Departmental:

·         Prepares and presents reports on purchasing activities and performance such as morning huddle scorecard and primary distributor performance.

• Manages recall management tool and procedure to ensure compliance with System Policy.

·         Maintains and improves relationships with suppliers through Bid list development, MBE program enrollment and validation, ensuring supplier onboarding is complete, pricing accuracy and timely payments are made.

• Participates in supplier audits and assessments.

·         Assists leadership in the implementation of departmental initiatives, procurement special projects, software and tools.

• Supports the development of procurement policies and procedures.

Educational/Experience Requirements:

·         Bachelor’s degree preferred or equivalent experience.

·         Computer skills required in word processing, Excel spreadsheets, database management and web based analytics.

·         Excellent analytical, written, interpersonal, independent thinking and communication skills required.

·         Detail oriented.

Required License/Certifications:

• None

Working Conditions, Equipment, Physical Demands:

There is a reasonable expectation that employees in this position will not be exposed to blood-borne pathogens.

Physical Demands -

The physical demands and work environment that have been described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions in accordance with the Americans with Disabilities Act.

The above job description is an overview of the functions and requirements for this position.  This document is not intended to be an exhaustive list encompassing every duty and requirement of this position; your supervisor may assign other duties as deemed necessary.