Material Services Manager

STATEMENT OF PURPOSE

The materials Services manager is responsible for overseeing and directing the operations of the Material Services Department related to property management, purchasing, receiving, storage, inventory control, forms management, mailroom, and printing. Ensures efficient and cost-effective acquisition, utilization, distribution, and maintenance of equipment and supplies used throughout the institution.  

This is a full time, exempt position working 80 hours per two week pay period. Days of work are Monday - Friday from 8:00am - 4:30pm with no nights, weekends or holiday.

JOB FUNCTIONS

• Plans, directs, and organizes the operations of the Material Services function. Interacts with patients of all age groups (infants, pediatrics, adolescents, adults, geriatrics) while performing job duties. 
• Directs property management functions of coding, tagging, and documenting the institution's inventory of capital equipment.
• Directs the purchasing function involving the evaluation and selection of equipment and supplies for the institution; negotiates with vendors; coordinates purchases and delivery of goods.
• Oversees and coordinates the receiving and storage functions involving receiving, storage, and distribution of incoming and outgoing supplies and equipment.
• Ensures accuracy of inventory records and keeps inventory levels within appropriate limits; oversees inventory control.
• Ensures the economical design and cost-efficient acquisition of institutional forms and the avoidance of duplication among departments; oversees forms management.
• Evaluates equipment and suggests modifications to meet the needs of the user.
• Evaluates new and existing equipment.
• Responsible for the hiring, training, evaluation, and necessary discipline and discharge of employees in assigned departments; reviews recommendations of, and provides guidance and counsel to subordinate supervisor regarding employee relations matters.
• Works cooperatively with other hospital managers and Hospital Administration in developing and implementing institutional policies and procedures concerning the justification, purchase, and control of expenditures for capital equipment, supplies, and services.  
• Prepares and conducts annual review of all department policies and procedures.
• Maintains database for capital equipment requests. Generates reports for Capital Equipment Committee meetings and communicates committee decisions to management team.
• Works with department managers on five-year capital equipment planning.  
• Chairs and/or participates in various institutional committees concerned with equipment and supplies and their utilization and standardization, product evaluation, and related matters.
• Maintains regular contact with vendors in order to obtain and evaluated product and service information and to resolve complex and/or sensitive invoice discrepancies.
• Utilizing data gathered directly or by subordinate personnel, conducts analyses and makes recommendations and/or decisions that have significant impact on the purchase of capital equipment and supplies used throughout the institution.
• Negotiates with vendors to secure cost-effective acquisition of capital equipment and to ensure effective provision of repair and maintenance services.
• Reviews cost analyses, inventory reports, and related statistical data to remain current with the operational and financial status of the institution's supplies, equipment, and inventory.
• Develops strategies to enhance distribution, minimize cost of supplies utilization, and reduce inventory investment while ensuring the availability of high-quality supplies and equipment and the avoidance of shortages.
• Develops short and long-range goals and objectives for the department.
• Acts as an advisor and resource to all departments with regard to supply, equipment, and service needs.
• Provides cost-benefit analysis to substantiate decisions in product and equipment selection. Directs the overall purchasing function dealing with supplies and equipment; negotiates with vendors; coordinates purchases and delivery of goods and services.
• Acts as the hospital liaison between Sanford and hospital departments in areas of supplies and equipment. Shares information from SVAT (Sanford Value Analysis Teams as needed.
• Maintains professional education within the Material Services scope.  
• Keeps abreast of technological advances in health care concerning supplies and equipment and their use. Attends seminars of departmental or product research matters.
• Prepares monthly staff schedules; edits and approves employee time and attendance records.
• Conducts unit staff meetings and provides for minutes of meetings.
• Prepares an annual departmental budget and report.
• Follows up and takes appropriate action as specified in the FDA Enforcement Report on product recalls.
• Chairs the Product Evaluation Committee to determine quality, effectiveness, durability and pricing of products used.
• Maintains a current knowledge of terminology and purchasing techniques that are used in the health care industry.
• Performs other related duties as assigned or requested.

QUALIFICATIONS/REQUIREMENTS FOR THIS POSITION:

1. Preparation & Training - Bachelors Degree in Business Administration or management preferred; minimum two-year business degree; health care studies will be considered.
2. Work Experience - Three to five years management experience preferred; minimum one year in supervisory capacity; prefer health care background.
3. Attendance - Punctual and regular attendance is an essential responsibility of each employee at JRMC. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees are also expected to remain at work for their entire work schedule.
4. Analytical Ability - A very high level of problem solving skills in complex technical areas; creative solutions and ideas are imposed regularly.
5. Independent Judgement - Very high degree of responsibility in decision-making that will result in short/long-term changes in operating concerning materials and institutional matters.
6. Contact with Others - Very high; requires the ability to work with others in extremely sensitive area; plan and presentation before groups and committees.
7. Supervising the Work of Others - Provides leadership and supervision to Materials Services staff responsible for receiving, inventory management, distribution, and supply chain operations. Assigns daily tasks, monitors workflow, and ensures timely delivery of supplies and equipment to departments. Provides training, guidance, and performance feedback while ensuring staff follow organizational policies, safety procedures, and inventory control standards. Responsible for scheduling, quality monitoring, and maintaining efficient department operations to ensure necessary materials are available to support patient care and facility operations.
8. Responsibility for Welfare of Others - Responsible for ensuring the timely availability, proper storage, and safe handling of medical supplies and equipment used in patient care. Supports the welfare of patients and staff by maintaining accurate inventory levels, monitoring product quality, and ensuring compliance with safety standards, infection control guidelines, and organizational policies. Oversees processes that help ensure departments have the necessary materials to provide safe and effective patient care.
9. Mental/Visual Effort - Position requires gathering and interpreting data to find solutions to a variety of professional/technical human management problems. On occasion work performed may result in delays and stress for others in attempting to deliver patient care. Must be able to speak and write the English language in an understandable manner. Must be in good general health and demonstrate emotional stability.
10. Working Conditions - Subject to moderate noise level from autoclave in CS. Participates in and complies with JRMC Safety Management Program. Maintains knowledge of and observes Standard Precautions. Practices aseptic techniques whenever appropriate. OSHA JOB CLASSIFICATION: This position is defined as a Category II: Employee does not have exposure to bloodborne pathogens.
11. Physical & Sensory Effort - Work involves a combination of desk duties and physical activity within the facility. Requires periods of walking, standing, bending, reaching, and occasional lifting or moving of supply boxes and equipment. Regular computer use is required for inventory management, ordering, and reporting. Visual attention to detail and sustained concentration are necessary to monitor inventory levels, verify shipments, and ensure accuracy in supply documentation and distribution processes.
12. Promotion - No formal line of promotion. 
13. Background - A comprehensive background check will be conducted as a condition of employment for this role. 
14. Drug Screen - A urine drug screening is required for all positions and must be completed within 30 days of the date of hire.
15. Physical Requirement - These are physical requirements of the position that may be performed as part of daily duties. Inability to meet one or more of these physical requirements will not automatically disqualify a candidate or employee from the position. Upon request for reasonable accommodation, JRMC may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates and the proposed accommodation.

Employee Requirements

• Visual Observation - Continuously
• Standing - Occasionally
• Walking - Occasionally
• Sitting - Frequently
• Hands and Finger Dexterity - Continuously
• Reaching with Hands and Arms - Occasionally
• Climbing - Rarely
• Stooping/Kneeling/Crouching/Crawling - Rarely
• Hearing/Listening - Continuously
• Tasting or Smelling - Continuously
• Working Inside - Continuously
• Working Outside - Rarely
• Working in Extreme Heat - Never
• Working in Extreme Cold - Never
• Working with Hazardous Materials - Rarely
• Noise - Rarely
• Working in Dirt/Dust - Never
• Driving - Rarely

Lifting / Carrying / Pushing / Pulling:  

• Up to 10 pounds - Occasionally
• Up to 25 pounds - Occasionally
• Up to 50 pounds - Rarely
• Up to 75 pounds - Never
• Up to 100 pounds - Never
• Over 100 pounds - Never

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.