Manager Materials Management at Penn Medicine

Penn Medicine; Philadelphia (Philadelphia County); On-site; USD 90,000 - 130,000; Full time

Job summary

Penn Medicine is seeking a Materials Management Manager to lead operations across receiving, storeroom, linen, inventory and distribution at the HUP campus. You will coordinate logistics, streamline inventory control, and ensure compliance with regulatory standards to support uninterrupted patient care.

This role oversees multiple shifts and teams, provides leadership and coaching, partners with clinical departments and vendors, and drives process improvements using PennforFSM to track supply

Qualifications

• 7+ years Materials Mgmt and/or Supply Chain experience.
• Experience supervising staff across multiple buildings and shifts.
• Ability to coordinate with clinical departments and vendors to maintain optimal inventory levels.

Responsibilities

• Provide leadership, training, and performance management to maintain a high-functioning, service-oriented department.
• Supervise day-to-day materials management operations across multiple buildings and shifts.
• Ensure timely delivery and replenishment of supplies to nursing units and procedural areas.
• Maintain clean, organized, and compliant storage areas.
• Coach staff on department procedures and hospital protocols; drive process improvements.

Skills

Leadership

Inventory control

Logistics coordination

Interdepartmental collaboration

Regulatory compliance

Education

HS Diploma/GED

Tools

InforFSM

PennforFSM

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Summary

The Materials Management Manager is responsible for the management and leadership of services to operations within the HUP campus. This role ensures that operations are handled efficiently to support uninterrupted patient care. The Materials Management Manager may oversee multiple areas within the department, as well as teams that includes multiple shifts which may include frontline staff and supervisory-level employees in receiving, storeroom, linen, inventory, and distribution activities across the campus. Operating in a complex, multi-building environment, the Materials Management Manager must coordinate logistics, streamline inventory control processes, and ensure compliance with regulatory standards. This role works closely with clinical departments, vendors, and hospital leadership to maintain optimal inventory and service levels. Strong communication, organizational, and problem-solving skills are essential, along with a deep understanding of healthcare supply chain operations.

• Oversees the management and monitoring of inventory supplies.
• Oversees the ordering of inventory supplies and manages backorders, cycle counts, and product allocations
• Reports on inventory discrepancies and manages inventory reconciliation procedures.
• Manages quarterly Physical inventory count procedures
• Other duties as assigned

Responsibilities

General

• Provide leadership, training, and performance management to maintain a high-functioning, service-oriented department. Supervise day-to-day operations of materials management teams, that may include operations spanning multiple buildings and/or shifts.
• Provide direct oversight to frontline staff and supervisors, including task assignments, scheduling, coaching, and performance feedback. Ensure timely delivery and replenishment of supplies to nursing units, procedural areas, and support departments.
• Maintain clean, organized, and compliant storage areas throughout the facility.
• Work with clinical and departmental staff to understand and respond to supply needs and priorities.
• Coach employees on department procedures, equipment use, hospital protocols, and customer service expectations. Support implementation of process improvements that increase efficiency and reduce delays or errors. Utilize PennforFSM to track supply movement and generate basic reports.
• Communicate effectively with internal stakeholders to coordinate operational logistics.

Equipment

• Ensure supervisors and staff adhere to manufacturers’ Instructions for Use (IFUs) for cleaning and decontaminating medical devices, and maintain compliance with infection control standards and preventative maintenance protocols.
• Oversee the development and implementation of logistics for equipment cleaning, storage of clean equipment, and restocking processes to ensure operational efficiency and regulatory compliance. Monitor and manage inventory levels of all assigned patient care equipment to align with institutional demands and patient care needs.
• Provide leadership and strategic oversight to the RFID Coordinator and Patient Equipment Coordinator, ensuring alignment with departmental goals and performance expectations.
• Establish performance standards for staff and supervisors, and ensure adequate staffing levels to support continuous and safe equipment availability.

Linen

• Tracks laundry activity throughout organization and suggests supply ordering.
• Organizes inventory quality control checks and department meetings.
• Meets with Laundry and Textile vendors when needed to ensure smooth operation of the department.
• Distributes daily reports for end of shift compliance and issues.

Mailroom

• Supervise mailroom operations, including receipt, sorting, distribution, and dispatch of all internal and external mail and packages.
• Monitor workflow to ensure timely and accurate mail delivery to hospital departments, clinics, and administrative areas
• Coordinate with USPS, FedEx, UPS, couriers, and other carriers regarding incoming/outgoing deliveries and pickups

Receiving

• Ensure accuracy in the matching of purchase orders, packing slips, and items received.
• Direct and schedule receiving personnel to maintain workflow efficiency and timely distribution.
• Monitor and maintain inventory records within PennforFSM.
• Ensure all items are properly labeled, stored, or distributed to appropriate departments in a timely manner.
• Coordinate with Purchasing, Accounts Payable, and hospital departments to resolve shipment discrepancies, damages, or delays.

Storeroom

• Provide direct supervision and leadership to distribution staff and/or supervisors.
• Serve as a liaison with Nursing, Administrative, and Support Services departments to promote and enhance the hospital’s internal specialty equipment program by introducing new technologies, procedures, and evaluating the impact of process improvements.
• Oversee inventory management for patient care equipment and supplies; analyze data using InforFSM to maintain optimal par levels and coordinate with vendors to ensure consistent product availability.
• Monitor and track all pending equipment orders to guarantee timely delivery from vendors and prompt distribution to requesting departments.
• Conduct regular rounds throughout the facility to assess service performance, address operational issues, and reinforce standards of excellence in equipment support.
• Ensure that all soiled equipment – including IV pumps, commodes, and traction devices – is retrieved, decontaminated, and prepared for safe reuse in accordance with infection prevention protocols.
• Maintain accurate inventory control, working closely with staff to ensure proper item issuance, charging practices, and documentation

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• Driver's License may be required based off the areas of responsibility
• 7+ years Materials Mgmt and/or Supply Chain experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.