Backorder Management Coordinator - Boston Medical Center

POSITION SUMMARY:

Reports to Distributions Supply Chain Operations (SCO) Manager. Performs the multitude of Distribution Supply Chain Operation Backorder activities ensuring the timely distribution of Medical and Surgical Supplies to all operating rooms, endovascular/IR, (Cath Lab) services, and inpatient and outpatient departments. This will include monitoring and streamlining the backordering/replenishment processes to gain operational efficiency and eliminate any shortage/gaps in inventory where needed. Performs and assists on projects assigned by the Supply Chain Operations Manager & Associate Supply Chain Operations Director related to backorders, cycle counts, inventory and receiving. Ensures security and accountability of inventory through transaction documentation, procurement verification, and system review. Assist in physical inventories and leads cycle counts. Analyzes corrects cycle count discrepancies. Audits incoming and outgoing shipments to assure quality and accuracy. Compiles and documents all backorder transactions for data entry. Role is largely independently and the person will be part of SCO's emergence planning team. This role will be solely responsible for managing backorders from sourcing of the required product to managing its transit to the target destination(s) within the hospital. (This includes being the liaison for the clinical approval process)

Position: Backorder Management Coordinator

Department: MDS MP Operations

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Acts as a liaison between the Purchasing, Operating Room, Cath Lab and Endovascular staff to resolve back order/consignment issues in a timely manner.
• Communicates with vendors and manufacturers about the item changes, back orders, or any other issue.
• Routinely meets with the clinical staff and managers backorders for all operating rooms, Cath Lab and endovascular/IR areas including discuss inventory levels
• Participates in a variety of special projects to assist Management in the financial/service administration of the medical center.
• Provide periodic reports to the Manager, Materials Distribution Services regarding item usage, overstocking/understocking, product turns, and established pars.
• Performs annual physical inventory and cycle counts.
• Assists in investigating cause of stock on hand discrepancies in the warehouse and resolving issues.
• Follows established hospital infection control and safety procedures.
• Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.

OTHER DUTIES:

• Regularly run the Open Back Order Report - to identify new backorders lines that need to be sourced.
• Create an order to move the required part from the source warehouse to the target warehouse.
• Review to ensure any order that has been created has been shipped (not canceled or zero picked by the source warehouse/vendor)
• Calculate the ETA at target warehouse/vendor for products that was sourced.
• If there is a delay in shipping or transit of the order, re-calculate the ETA, and update the task notes accordingly.

Experience/ Skills:

• Relevant field in Supply Chain Planning or Professional Certification in Operations Management and Inventory Control
• Understanding of backorder service operations in a hospital setting
• Self motivator, able to identify and develop opportunities through to completion
• Ability to work on own initiative with minimal/no supervision
• Able to communicate at various levels across supply chain operation and externally with suppliers
• Good communication skills
• Well organized and analytical with an inquisitive nature
• Good spreadsheet skills are required
• Fluent English is essential
• Perform other duties as needed and assigned.

JOB DESCRIPTION CHARACTERISTICS

EDUCATION:

• High School Diploma required. College Degree preferred.

EXPERIENCE:

• Minimum of five years of related experience is required, preferably in Supply Chain/Materials Distribution healthcare system

KNOWLEDGE AND SKILLS:

• Work requires a comprehensive knowledge of maintaining Medical & Surgical supplies on the shelves and in the system.
• Work requires the ability to use Microsoft Word and Excel.
• Demonstrates managerial & coordination skills and the ability to communicate effectively both orally and in writing.
• Ability to analyze and solve both straightforward and complex problems in a systematic, logical, and timely manner.
• Knowledge of hospital geography, record keeping, and department procedures which is generally acquired during three to six months of related experience in Supply Chain or other comparable work.
• Work requires analytical ability.

Req id: 27021