INVENTORY COORDINATOR - OR - University of Maryland Medical System

Located in Largo in the heart of Prince George’s County, our new state-of-the-art regional medical center (UM Capital Region Medical Center) will provide improved access to primary and ambulatory care services, and serve as a tertiary care center for critically ill patients. In addition, our new space will allow us to expand our offerings as a community partner to help improve the health status of Prince George’s County residents.

POSITION SUMMARY

Under the regular direction of the Materials Manager - OR , the Inventory Coordinator assesses, plans, implements, and evaluates the comprehensive surgery inventory needs of the Operating Room Department in collaboration with the Medical Staff.  The Coordinator performs cycle counts, places orders, receives and dispatches shipments, tracks and manages tissues. Handles and distributes intravenous (IV) solutions as well as sharps, needles, razor blades and related materials.

Principal Duties:

1.   Maintains the Inventory Control System,

2.   Facilitates new items being added to the system,

3.   Acts as a liaison between the Operating Room and Materials Service,

4.   Reconciles discrepancies inventory balances,

5.   Manages incoming and outgoing supply inventory,

6.   Supervises Lead OR Tech and OR Techs,

7.   Attends department staff meetings as required within the department,

8.   Reports to work on time and as scheduled; completes work in designated time,

9.   Participates in performance improvement and continuous quality improvement (CQI) activities,

10. Coordinates efforts in meeting regulatory compliance, federal, state and local regulations and standards,

11. Communicates, complies and enforces the XXX Health System Mission, Vision, Values, Organization Policies and Procedures, as well as the focus statement of the department.

12. Communicates, complies and enforces Health and Safety Standards and Guidelines.

13. Performs related work as assigned.

Customer Service:

1.   Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2.   Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.

3.   Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4.   Keeps customer’s information confidential, including public places such as elevators or the cafeteria.

5.   Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6.   Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.

Commitment to Co-Workers:

1.   Offers assistance to colleagues and other departments when needed.

2.   Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3.   Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4.   Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5.   Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1.   Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2.   Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3.   Does not text or use e-mail during meetings (except for exigent or emergency situations).

4.   Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5.   Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred, gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation.

6.   Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7.   Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8.   Always mindful of voice and language in public.

Self Management:

1.   Reports to work appropriately groomed and in compliance with the Hospital’s dress code.  Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2.   Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3.   Completes mandatory, annual education and competency requirements.

4.   Follows UM CAP safety, infection control and employee health standards.

5.   Demonstrates responsibility for personal growth, development and professional knowledge and competency.

6.   Adhere to all UM CAP and department policies and procedures, including Code of Conduct and professional behavior standards.  Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences.  Provides notification of absences, lateness and vacation requests according to department guidelines.  Respects length of time for lunch and break times.

7.   Reviews, signs, and adheres to UM CAP and/or departmental confidentiality statement.

For Supervisory Positions Only:

This position supervises jobs that are:

• Service

Supervisory responsibilities typically include:

• Scheduling – Work/Time Off
• Coaching/Mentoring
• Directing/Assigning/Reviewing Work

POSITION REQUIREMENTS:

Education/Knowledge

Attained Level: Entry level-GED Preferred:   H.S. Diploma

Completed Course Work/Program:  General Secondary Education

Applicable Experience

Experience (years):          Required:  1 - 3 years                     Preferred:  3 – 5 years

Experience (describe required & preferred):  Two years of experience with inventory and supply chain in a hospital or related medical services setting.

Technical/Clinical Skills

Microsoft Office Suite Skill Level

• Word: Basic                                                  
• Excel: Basic

Basic knowledge and working experience with Medical Terminology

Standard Office Equipment (list):   Computer, Fax Machine & Copier Machine

Other:

1.   Knowledge of medical supplies.

2.   Understands how to prioritize responsibilities to ensure completion of duties.

3.   Helps to complete tasks in the materials function that are not within job description.

4.   Reports to work on time and as scheduled; accepts adjustments when necessary.

5.   Is a self-starter; meets responsibilities without prompting.

6.   Demonstrates the values of team concept on a consistent basis.

7.   Demonstrates the ability to deal with pressure to meet deadlines, to be accurate, and to handle constantly changing situations.

8.   Demonstrates the ability to deal with a variety of people, deal with stressful situations, and handle conflict.

9.   Ability to drive to multiple facilities to which assigned.

Communication Skills & Abilities

Select highest applicable level: Effective Oral/Written Skills and Provide Empathy

Problem Solving/Analytical Skills & Abilities:

Administrative Support

All your information will be kept confidential according to EEO guidelines.