Purchasing Specialist - SSO Supply Chain Mgt. - USA Health Shared Services

USA Health; Mobile (AL); On-site; USD 50,000 - 75,000; Full time

Job summary

USA Health is seeking a Procurement Specialist to support purchasing of materials, supplies, and equipment for the health system, ensuring compliance with defined procedures.

The role involves processing requisitions, generating purchase orders, managing vendor communications, and assisting in expediting orders to prevent stock-outs while maintaining accurate records and contract adherence.

Qualifications

• HS diploma or equivalent with 4 years directly related experience required or
• Bachelor's Degree will substitute for the required experience
• Comparable combination of education and experience may substitute for the above requirements.

Responsibilities

• Assist with purchasing materials, supplies, and equipment according to defined procedures
• Handles complex vendor issues including standing orders and blanket Purchase Orders
• Assists in training/orienting new staff
• Reviews all purchase requisitions for completeness and appropriateness
• Returns incomplete/inappropriate requisitions to the originating department with an explanation
• Reviews items being ordered for contract adherence and standardization
• Routes completed requisitions for purchase order generation
• Generates purchase orders in health system materials management system
• Transmits/communicates purchase orders to vendors and confirms receipt
• Expedites orders to prevent stock-outs and reviews stock-out reports
• Maintains the Item catalog in the materials management system
• Familiar with GPO contracts for vendors and product information
• Resolves discrepancies and assists departments with requisitions for special orders
• Works with Accounts Payable to ensure vendor payment terms are met
• Works with Receiving on receipt issues
• Addresses missing information like packing slips or PO references
• Meets targets for invoice exceptions, open POs, and PO confirmations
• Assists clinics with pharmaceutical orders and vaccine purchases
• Communicates with vendors and healthcare staff professionally
• Maintains records including POs, requisitions, quotes, and contracts
• Maintains back order spreadsheet for assigned vendors
• Completes mandatory department and hospital training
• Adheres to cost effective practices and infection control standards
• Regular attendance and ability to work defined schedule and overtime as required

Skills

Vendor management

Attention to detail

Communication skills

Education

High School Diploma or equivalent

Bachelor's Degree (preferred)

Job description

Overview

USA Health is Transforming Medicine along the Gulf Coast to care for the unique needs of our community.USA Health is changing how medical care, education, and research impact the health of people who live in Mobile and the surrounding area. Our team of doctors, advanced care providers, nurses, therapists, and researchers provides the region's most advanced medicine at multiple facilities, campuses, clinics, and classrooms. We offer patients convenient access to innovative treatments and advancements that improve the health and overall well-being of our community.

Responsibilities

• Assists with the administering and directing of programs to purchase materials, supplies, and equipment for health system use according to defined purchasing procedures
• Handles complex vendor issues to include standing orders and blanket Purchase Orders
• Assists in training/orienting new staff
• Reviews all purchase requisitions for completeness and appropriateness
• Returns incomplete/inappropriate requisitions to the originating department with an explanation
• Reviews items being ordered for contract adherence and standardization
• Routes completed, appropriate requisitions for purchase order generation
• Generates purchase orders in health system materials management system
• Transmits/communicates all purchase orders generated to the appropriate vendor, confirms receipt, and addresses exceptions
• Assists with expedition of orders to prevent stock-outs by reviewing and working the daily stock-out report, reviewing and working open PO report weekly, and obtaining substitute products as necessary
• Maintains the Item catalog within the materials management system
• Maintains familiarity with GPO contracts for their vendors and is a reliable source for product information and GPO contracts
• Consults and acts as a resource to department personnel to resolve discrepancies or assist them in preparing requisitions for special orders and determine the quality, effectiveness, and durability of products purchased
• Works with Accounts Payable to ensure vendor payment terms are met and credits are being processed
• Works with Receiving on receipt issues
• Acts quickly to address vendors not including required information such as packing slips or references to purchase order number
• Meets target metrics for invoice exceptions, open purchase orders, and purchase order confirmations
• Assists clinics with pharmaceutical orders and maintains familiarity with pharmaceuticals
• Recommend substitutes and coordinates vaccine purchases
• Communicates and uses appropriate customer relation skills with vendors, healthcare team and staff in person, over the telephone, and via email correspondence
• Maintains accurate and complete records to include: Purchase Orders, requisitions, quotes, and contracts
• Assists with maintaining office filing system
• Maintains back order spreadsheet for assigned vendors
• Completes all mandatory department and health system educational requirements
• Utilizes cost effective practices in performing all aspects of the job
• Adheres to current infection control and safety standards
• Adheres to polices including confidentiality
• Adheres to alt HIPAA compliance protocols ensuring patient health information is protected
• Regular and prompt attendance
• Ability to work schedule as defined and additional hours as required
• Related duties as required.
• Completes all mandatory department, educational and hospital requirements
• Adheres to current Infection Control and Safety Standards
• Regular and prompt attendance
• Ability to work schedule as defined and overtime as required
• Related duties as assigned

Additional Information

Employees must be in a regular position, working 20 hours or more per week (.50 FTE or greater) to qualify for benefits.

Qualifications

• High School Diploma or equivalent and 4 years directly related experience Required OR
• Bachelor's Degree from an accredited institution as approved and accepted by the University of South Alabama will substitute for the required experience Required
• Comparable combination of education and experience may substitute for the above requirements.

Equal Employment Opportunity/Affirmative Action Employer

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.