Supply Chain Specialist - Materials Management

WVU Medicine; Beryl (WV); On-site; USD 42,000 - 65,000; Full time

Job summary

WVU Medicine is seeking a Procurement/Operations Coordinator to manage group purchasing activities and customer service across facilities. You will handle PO entry in Workday, QA orders for contract compliance, and processing of EDI/GHX communications, expediting orders, and resolving discrepancies with Accounts Payable.

The role supports contracting agents and department management by improving daily procurement workflows and providing timely information on products, pricing, and ordering

Qualifications

• Two years of experience in healthcare environment or two years in data analysis or vendor management.
• Ability to serve as the first-line customer service contact.
• Knowledge of purchase order entry in Workday and QA for contract compliance.

Responsibilities

• Enter and place purchase orders via the Workday ERP system and QA orders for accuracy and contract compliance.
• Process EDI, GHX, and PO confirmations; distribute exception information to Contract Agent.
• Expedite POs to ensure timely delivery and proper closing in Workday.
• Assist Contracting Agents and management to improve daily procurement operations.
• Respond to routine customer questions about product sources, pricing, and ordering requirements.
• Coordinate with Accounts Payable to resolve PO/receiving/invoicing discrepancies.
• Create capital purchase orders in Workday and coordinate payment schedules.
• Assist customers with Workday ERP functions and update data as needed.
• Develop and maintain reports in MS Word and Excel.
• Attend contracting project meetings and assist with bid document handling (RFP/RFQ).
• Coordinate bid-related meetings and ensure proper bid documentation.

Skills

Customer service

Data analysis

Vendor management

Education

High School diploma or equivalent

Tools

Workday ERP

GHX

Excel

Job description

Responsible for the operational and customer service aspects of group purchasing organization. Provides a wide range of buying and procurement support functions to assure completion of daily procurement transactions which include order entry, placement, confirmation and expediting; EDI using GHX transactions; accounts payable interface; and first line customer support. High School diploma or equivalent.

• Two (2) years of experience in healthcare environment OR Two (2) years of experience in data analysis or vendor Management.
• Serves as the first-line customer service contact.
• Responsible for purchase order entry and placement via the Workday ERP system. Performs QA on orders to help assure accuracy and contract compliance.
• Processes EDI, GHX, and purchase order confirmations and distributes exception information to appropriate Contract Agent for disposition. Performs QA of all such purchase orders to assure execution of 100% of Workday released orders.
• Performs purchase order expediting to assure timely delivery of goods and services and to assure appropriate closing of completed orders in the Workday system.
• Assists Contracting Agents and departmental management in establishing business processes that maximize the efficiency of daily Procurement operations across all assigned facilities.
• Maintains understanding of contracts within assigned grouping at a level that enables incumbent to answer routine customer service questions related to product sources, pricing, ordering requirements, etc.
• Coordinates with Accounts Payable departments at assigned facilities to assure resolution of purchase order/receiving/invoicing discrepancies by appropriate personnel.
• Creates capital purchase orders in Workday (if assigned), and coordinates processing of down payments, payment schedules, and order closing.
• Assists customers with the utilization of Workday ERP functions and updates data as assigned within the Workday system.
• Develops and maintains reports and documents as requested utilizing MS Word and Excel.
• Attends meetings necessary to assist with contracting projects at direction of Contract Agents.
• Issues, receives, and records RFP, RFQ, and other bid documents at direction of Contract Agents.
• Assists with the coordination of bid related meetings at the direction of Contract Agents.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Standard office environment.
• Travels (occasionally) among assigned facilities.
• Excellent verbal communication and customer service skills.
• Full knowledge of the purchasing/receiving/accounts payable process.
• Math skills in order to calculate accurate pricing, order quantities, units of measure, etc.
• Ability to travel occasionally among assigned facilities to provide needed support.
• 40 Shift:
• 643 SYSTEM Procurement