Vanderbilt University Medical Center Manager, Materials Management - Medical Implants in Nashville, Tennessee

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Department/Unit Summary

  • The implant team manages around 6 to 8 million worth of inventory for the O.R. Surgery. We are a specialized department that consists of a small 5 person team. We order implants, bone and tissue and special requested items used for surgery cases. We also restock implant trays which are used for Surgery. We issue payments to vendors by using supply chain systems such as Optiflex Point of Use (P.O.U) and Pathways Materials Management system (PMM).

Your Role:

  • This person is responsible for the day-to-day operations of implant department making sure the implants are ordered accurately and in a timely manner

  • Manage a staff of 5 employees

  • Manage processes, policies, and procedures.

  • Responsible for reordering/stocking implants, bone and tissue, handling frozen skin, human valves. This person will ensure the restocking and ordering implants for surgical trays. They will monitor freezers and work daily with clinical staff regarding Special ordered implants for upcoming cases. They will also work with outside vendors on payments for items used on cases and Clinical Rep/Vendors concerning materials shortages, backorders and missing product.

  • Execute a continuous improvement program for supply chain functions

Key Functions and Expected Performances:

  1. Lead and manage all supply chain activities

a. Identify and resolve supply chain issues and improvement opportunities

b. Implement change to address supply chain deficiencies with ongoing audits to validate improvement.

c. Suggest and manage projects that improve efficiencies in supply chain. Drive efforts to enable supply chain initiatives to succeed within the organization.

d. Manage productivity and quality as it pertains to the operational area.

e. Play an active role in the success of MEOC (Medical Economic Outcome Committee) which includes attending meetings, supporting approved changes and ensuring a seamless implementation without compromising patient safety.

f. Participate in leadership development programs

g. Overall responsibility for direction and development of supervisors and staff.

  1. Collaborate with management, staff, physicians, and clinicians to optimize supply utilization and communication

a. Serve as the liaison between clinicians and supply chain, as the primary contact.

b. Optimize supply utilization through effective collaboration with Physicians and clinicians.

c. Enhance departmental communication by being proactive to issues and concerns.

d. Be able to communicate (oral/written) with other leaders to help determine the root cause of a specific issues.

e. Round routinely per institutional guidelines to ensure clear, open communication with customers.

  1. Execute a continuous improvement program for supply chain functions

a. Execute operational plans for organizational initiatives.

b. Identify, measure, track, and react to supply chain metrics essential to daily functions.

c. Execute the implementation of standardization programs for all supply chain functions.

d. Serve as vendor liaison to resolve open issues.

e. Plan and implement change, efficiencies, and consistency within the department (via: budget, KPIs, monthly reporting, and operational improvements).

f. Manage inventory including inventory reductions, par level reductions, adjustments and shrinkage levels, minimize inventory-keying errors, minimize distribution fees, and complete physical inventory with less than a 2% variance.

  1. Actively seeks ways to reduce costs without compromising patient safety and quality of care of services delivered

a. Actively participate in annual operational and capital budget preparation. Including managing the operation through budget tools like (E-dog and PMM).

b. Track and manage monthly activity and implement measures to maintain the budget "neutral".

c. Provide precise information by center and account regarding variances for monthly budget reporting.

d. Obtain knowledge of PMM and other reporting systems and utilize the reports to generate and interpret data.

e. Serve on committees effecting supply chain initiatives.

  1. Manage supply chain personnel

a. Coordinate, manage, and evaluate supply chain personnel, Provide day to day direction.

b. Plan and participate in staff meetings on a monthly basis.

c. Working knowledge of Kronos, and comply with institutional guidelines

d. Ensure training/documentation is satisfactory and complete. Monitor training, SOPs, quality, and organizational regulations.

e. Impose disciplinary actions in accordance with institutional and departmental guidelines.

f. Conduct one on one communications with direct reports as it pertains to performance, coaching, and mentoring.

g. Assist in helping the supervisor plan the day-to-day activities; as the manager plans for long-term assignments.

h. Create a pleasant and safe environment for staff by adhering to the principles of Elevate. Manages and maintains positive morale among the staff.

i. Interpret and communicate policies and procedures to the staff.

j. Regularly and consistently evaluates staff performance. Develop and maintain accurate monthly and annual competency checklists. Conduct performance evaluations per institutional guidelines.

k. Responsible for professional development of the staff.

  1. Ensure compliance with standards of accreditation and regulatory bodies and commissions in relationship to supply management.

a. Monitor industry standards and regulations to ensure compliance.

b. Keep abreast of the regulations set forth by entities such as; but not limited to Joint Commission on Accreditation of Healthcare Organizations (JCAHO), Centers for Medicare & Medicaid Services (CMS). Occupational Safety and Health Administration (OSHA), and the Food and Drug Administration (FDA).

c. Monitor quality assurance standards, programs, and procedures within unit/area.

d. Ensure that defined quality standards are met within areas of responsibility.

e. Assist with the revision and creation of job descriptions, SOPs, training programs, and operational manuals.

  1. Additional Skills and Abilities

a. Organizational skills- be able to prioritize needs and manage resources.

b. Leadership- able to guide a group towards desired outcome, setting high performance standards and delivering leading quality services.

c. PC skills- demonstrate the ability to understand and utilize inventory management system, and other assigned computer applications.

d. Interpersonal skills- able to work effectively with other employees, supervisors, and internal parties.

e. Customer Service- establishes and maintains customer relationships, builds trust and respect by meeting and exceeding customer expectations.

f. Policies and Procedures- articulate knowledge and understanding of organizational policies and procedures.

g. Financial Management- applies tools and processes to successfully manage to budget.

h. Project management- assesses work activities and allocates resources appropriately

i. Working knowledge of hospital supply chain.

j. Ability to work in a stressful environment.

Position Shift:

  • 1 st Shift

Position Qualifications

Required:

  • High School Diploma or GED (or equivalent experience)

  • Experience 5 years relevant experience

Preferred:

  • Strong Knowledge of Medical Implants

  • Bachelor’s Degree or Master’s Degree (job related)

  • 5 years of Supervisor experience

  • Basic computer experience

  • Health Care Inventory Management, Purchasing, or Receiving experience

  • Knowledge of health care regulations.

VUMC Recent Accomplishments

Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:

  • US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center at http://www.vanderbilthealth.com/billwilkerson/ ), 9 adult and 9 pediatric clinical specialties ranked among the nation's best, #15 Education and Training

  • Truven Health Analytics: among the top 100 hospitals in the US

  • Becker's Hospital Review: one of the "100 Greatest Hospitals in America"

  • The Leapfrog Group: grade "A" in Hospital Safety Score

  • National Institutes of Health: among the top 10 grant awardees for medical research in the US

  • American Association for the Advancement of Science: 12 faculty members elected fellows in 2014

  • Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee

  • Nashville Business Journal: Middle Tennessee's healthiest employer

  • American Hospital Association: among the 100 "Most Wired" medical systems in the US

  • CA

*IND000

Job requires:

High School Diploma or GED (or equivalent experience)

Experience 5 years relevant experience

Preferred:

Strong Knowledge of Medical Implants

  • Bachelor’s Degree or Master’s Degree (job related)

  • 5 years of Supervisor experience

  • Basic computer experience

  • Deep knowledge of implant tracking, compliance, storage, and handling procedures including regulatory compliance.

  • Knowledge of implant regulations.

Licensure, Certification, and/or Registration (LCR):

Physical Requirements/Strengths needed & Physical Demands:

  • Light Work category requiring exertion up to 20 lbs. of force occasionally and uses negligible amounts of force to move objects.

Movement

  • Occasional: Sitting: Remaining in seated position

  • Occasional: Standing: Remaining on one's feet without moving.

  • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another

  • Occasional: Lifting over 35 lbs: Raising and lowering objects from one level to another, includes upward pulling over 35 lbs, with help of coworkers or assistive device

  • Occasional: Carrying under 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.

  • Occasional: Carrying over 35 lbs: Transporting an object holding in hands, arms or shoulders, with help of coworkers or assistive device.

  • Occasional: Push/Pull: Exerting force to move objects away from or toward.

  • Occasional: Bending/Stooping: Trunk bending downward and forward by bending spine at waist requiring full use of lower extremities and back muscles

  • Occasional: Balancing: Maintaining body equilibrium to prevent falling when walking, standing, crouching or maneuvering self, patient and equipment simultaneously while working in large and small spaces

  • Occasional: Climbing: Ascending or descending stairs/ramps using feet and legs and/or hands and arms.

  • Occasional: Crouching/Squatting: Bending body downward and forward by bending legs and spine.Reaching above shoulders: Extending arms in any direction above shoulders.

  • Occasional: Reaching above shoulders: Extending arms in any direction above shoulders.

  • Occasional: Bimanual Dexterity: Requiring the use of both hands.

  • Frequent: Walking: Moving about on foot.

  • Frequent: Reaching below shoulders: Extending arms in any direction below shoulders.

  • Frequent: Handling: Seizing, holding, grasping, turning or otherwise working with hand or hands.

  • Frequent: Fingering: Picking, pinching, gripping, working primarily with fingers requiring fine manipulation.

Sensory

  • Frequent: Smell: Ability to detect and identify odors.

  • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.

  • Continuous: Auditory: Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information

  • Continuous: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.

Environmental Conditions

  • Occasional: Chemicals and Gasses: Medications, cleaning chemicals, oxygen, other medical gases used in work area.

  • Occasional: Pathogens: Risk of exposure to bloodborne pathogens and other contagious illnesses.

Job Professional and Managerial

Organization: SC Periop Supp Impl/VCCOC Adm 201572

Title: Manager, Materials Management - Medical Implants

Location: TN-Nashville-Vanderbilt Hospital (VUH)

Requisition ID: 1802181

Vanderbilt University Medical Center is committed to principles of equal opportunity and affirmative action.