Materials Management & Accounts Payable Specialist, Oakland

Western Michigan University Homer Stryker M.D. School of Medicine; Kalamazoo (MI); On-site; USD 42,000 - 54,000; Full time

Job summary

Western Michigan University Homer Stryker M.D. School of Medicine in Kalamazoo is seeking a operations support professional to manage daily inventory levels, oversee storeroom fulfillment, and handle accounts payable workflows, including invoice processing and vendor reconciliation.

The role emphasizes cross-functional support, vaccine storage, cash receipts, and mail handling across the Oakland campus, with a primary backup responsibility for the Upjohn location.

Qualifications

• Experience managing inventory and storeroom operations.
• Experience processing vendor invoices in an ERP environment.
• Ability to handle cash receipts and mail as part of daily operations.

Responsibilities

• Inventory & Materials Management: maintain inventory levels, fulfill requests, receive and stock deliveries, track shipments, conduct audits, manage specialized storage for vaccines, process transfers, backup for Upjohn location.
• Vendor and Invoice Management: place orders for supplies, verify invoices, resolve discrepancies, coordinate billing, track shipments awaiting bills.
• Mail and Cash Deposits: handle receipts for accounts receivable and P.O. Box.
• General Expectations & Professional Development: stay updated on new technologies and policies; may work weekends/evenings; perform other duties as assigned.

Skills

Inventory management

Vendor management

Accounts payable

Cross-functional support

Vaccine storage

Tools

Accounting ERP System

Job description

Performs activities to support our Oakland campus operations. In this role, you will manage daily inventory levels, oversee storeroom fulfillment, and handle accounts payable workflows including invoice processing and vendor reconciliation. The ideal candidate excels at cross-functional support, maintaining specialized vaccine storage, managing cash receipts and mail, and ensuring seamless operations across the campus while serving as a primary backup for the Upjohn location.

DUTIES AND RESPONSIBILITIES:

• Inventory & Materials Management
  • Maintain Inventory Levels: Ensure a continuous, reliable supply of office and basic medical stock to support daily operations.
  • Fulfill Requests: Manage storeroom hours and efficiently process approved departmental inventory requests.
  • Receive & Stock Deliveries: Receive by officially documenting receipt date and scanning packing slips into the accounting ERP system, unpack, and distribute all incoming packages to appropriate locations.
  • Track Shipments: Follow up on all undelivered orders incoming to the Oakland location, providing prompt problem resolution and troubleshooting for internal customers.
  • Conduct Audits: Perform regular physical inventories of storeroom items and fixed assets.
  • Manage Specialized Storage: Handle and properly document the receipt of temperature-sensitive vaccines according to safety standards.
  • Process Transfers: Handle and record storeroom inventory transfers as assigned.
  • Backup: act as primary backup for Materials Management at the Upjohn location.
• Vendor and Invoice Management
  • Place Orders: Process, place, and complete orders for non-stock office, medical, printing, and miscellaneous supplies as assigned.
  • Verify Invoices: Review, prepare, and enter assigned vendor invoices into the ERP system paying close attention to period of performance.
  • Resolve Discrepancies: Investigate order and billing discrepancies by communicating effectively with external vendors and partners.
  • Coordinate Billing: Contact vendors to assist with the electronic delivery and management of vendor bills.
  • Track shipments pending invoice: Follow up on all receipts of good that are still pending the entry of the vendor bill providing prompt problem resolution with vendors.
• Mail and Cash Deposits
  • Handle Receipts: Prepare, process, and securely manage accounts receivable clinical and P.O. Box receipts.
• General Expectations & Professional Development
  • Continuous Learning: Stay informed on new technologies, software updates, and organizational policy or procedure revisions.
  • Availability to work on weekends and evenings to complete time sensitive projects.
  • Acquires knowledge for new technology and policy/procedure revisions.
  • All other duties as assigned.