HTM Inventory and Contracts Specialist

University of Texas Southwestern Medical Center; Dallas (TX); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

PPO medical plan

Paid Time Off

Parental Leave

Retirement options

Tuition reimbursement

Job summary

UT Southwestern Medical Center is seeking an HTM Inventory and Contracts Specialist to support daily supply chain, inventory control, and contract administration within the HTM Department. The role reports to the Manager, HTM Business Operations and ensures efficient procurement, accurate contracts, and financial compliance.

Key duties include managing parts purchasing, maintaining CMMS data, monitoring inventory levels, and processing invoices while aligning with budget guidelines and

Qualifications

• Education: High School Diploma or equivalent.
• Experience: 3 years in an administrative or coordinator role with supply chain, inventory control, or contract administration responsibilities, preferably in healthcare.
• Preferred: Associate's or Bachelor's in business, finance, or supply chain.

Responsibilities

• Manage full parts purchasing lifecycle including orders, shipments, and vendor communications.
• Maintain CMMS parts database ensuring data accuracy for inventory and costs.
• Track inventory levels to prevent stock-outs and reduce excess.
• Process and reconcile invoices for parts purchases according to budget.

Skills

Supply chain

Inventory control

Contract admin

Financial support

Administrative experience

Education

High School Diploma or equivalent

Associate's/Bachelor's in Business, Finance, or Supply Chain (preferred)

Tools

CMMS

Job description

WHY UT SOUTHWESTERN?

With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!

JOB SUMMARY

The HTM Inventory and Contracts Specialist is a core support role responsible for the day-to-day execution of supply chain, inventory management, and service contract administration within the Healthcare Technology Management (HTM) Department. This position works under the direction of the Manager, HTM Business Operations, to ensure the efficient procurement of parts, optimal inventory levels, accurate contract maintenance, and financial compliance.

BENEFITS

UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100% coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer
• Learn more about these and other UTSW employee benefits!

EXPERIENCE AND EDUCATION

Required

• Education: High School Diploma or equivalent
• Experience: 3 years of experience in an administrative, specialist, or coordinator role with demonstrated responsibilities in supply chain, inventory control, contract administration, or financial support, preferably in a healthcare or complex service environment

Preferred

• Education: Associate's Degree or bachelors degree in business administration, Finance, Supply Chain, or a closely related field is preferred

JOB DUTIES

• Inventory and Supply Chain Management
  • Executes the entire parts purchasing lifecycle, including processing orders, following up on shipments, and coordinating with vendors and procurement.
  • Manages the Computerized Maintenance Management System (CMMS) parts database, ensuring data accuracy for inventory levels, costs, and usage.
  • Monitors and tracks parts inventory levels to prevent stock-outs and minimize excess inventory, aligning with optimization goals set by management.
  • Processes and reconciles invoices related to parts purchases, ensuring alignment with negotiated pricing and departmental budget guidelines.
• Contract Administration and Financial Support
  • Administers the operational aspects of patient-related equipment service contracts and maintenance agreements.
  • Monitors contract expiration and renewal dates, preparing preliminary documentation and data for the Manager, HTM Business Operations, to facilitate timely renewals.
  • Ensures accurate entry of service contract billing and payment data into financial and departmental systems.
  • Maintains comprehensive, organized, and auditable records of all vendor contracts, service agreements, and business-related documentation for the department.
  • Provides input and preliminary data for contract utilization analysis to identify potential opportunities for cost savings and service level improvements.
• Operational and Business Support
  • Serves as a key departmental liaison with administrative departments, specifically Procurement and Supply Chain, regarding parts purchasing and contract transactions.
  • Assists in collecting and compiling operational data related to parts usage, contract costs, and workload for management reporting and productivity analysis.
  • Supports the implementation of approved continuous process improvement initiatives related to parts ordering and contract management workflows.
  • Ensures that all parts purchasing and contract administration processes comply with University policies, accounting standards, and regulatory requirements (e.g., Joint Commission).
  • Performs other related administrative and financial duties as assigned to support the efficient business execution of the HTM department.

SECURITY AND EEO STATEMENT

Security

This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.

EEO

UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.