Procurement Specialist II

Inspired by faith. Driven by innovation. Powered by humankindness. CommonSpirit Health is building a healthier future for all through its integrated health services. As one of the nation’s largest nonprofit Catholic healthcare organizations, CommonSpirit Health delivers more than 20 million patient encounters annually through more than 2,300 clinics, care sites and 137 hospital-based locations, in addition to its home-based services and virtual care offerings. CommonSpirit has more than 157,000 employees, 45,000 nurses and 25,000 physicians and advanced practice providers across 24 states and contributes more than $4.2 billion annually in charity care, community benefits and unreimbursed government programs. Together with our patients, physicians, partners, and communities, we are creating a more just, equitable, and innovative healthcare delivery system.

JOB SUMMARY / PURPOSE 

The Procurement Specialist acts as a purchasing agent for the Common Spirit Health System, having authority to commit system funds by contract, procures a wide variety of supplies and equipment for multiple acute and non-acute care facilities, using accepted procurement procedures in obtaining best price and quality goods. The procurement specialist function entails receiving automated purchase requests from departments for processing and ordering of supplies. Other related responsibilities include resolution of pricing and shipping discrepancy, expediting of orders, identifying substitutions and alternate sourcing for backordered products and customer service. Capital Equipment planning and procurement for all departments and construction projects. Work with Surgery departments to identify sourcing of physician preference items and ensure lowest cost and high product quality resulting in positive clinical outcomes. 

ESSENTIAL KEY JOB RESPONSIBILITIES

• Checks purchase requisitions for proper authorization and completeness prior to the acquisition of any requested supplies and equipment.
• Initiates and maintains purchase orders, utilizing Supply Chain software system.
• Works closely with requesting departments, providing information and assistance in purchasing related matters.
• Manage REQ’s that need to be processed manually utilizing PO23 to include sending information to the MBO to improve the requisition process and reduce volume
• Manage the GHX failures ensuring all order exceptions are addressed
• Continually seeks to understand and support customer needs, concerns, and priorities. Meets or exceed customer expectations and requirements.
• Ensure all capital equipment specifications meet customer requirements.
• Create equipment trade in purchase orders.
• Works with construction project teams in managing purchases and expenditures.
• Provide alternate sourcing and market trend information to support capital projects.
• Works with facilities and vendors to stage/hold capital purchases until delivery date is operationally viable.
• Manages physician preference items by understanding the physician needs and operational requirements of surgical departments while ensuring high quality low cost alternate products.
• Ensures compliance with all implant and tissue documentation and tracking.
• Evaluates custom pack cost benefits related to product changes.
• Acts a resource for surgical departments in identifying approved vendors and supplies.
• Works with surgical departments in completing After-the-Fact/Bill Only purchase orders.
• Assist surgical departments with equipment trials.
• Identifies available sources of supply, including alternate products, in the event of back orders.
• Performance of procurement functions with accuracy and competence.
• Check order status or confirmation before close of business each day, and assure timely delivery and performance.
• Contacts departments via approved process in the event of a critical product on back order.
• Returns all calls and emails within one business day.
• Follows department guidelines and notifies the facility Supply Chain of any variances to the guidelines that may be critical in handling/expediting and processing purchasing orders.
• Identifies suitable purchasing arrangements for products, including contracts, blanket orders, Standing orders and vendor stocking arrangements.
• Management of Blanket and Standing orders to ensure adherence and appropriate renewal action.
• Arranges for the procurement of supplies on a pooled basis, rather than department by department.
• Obtains emergency and rush ordered supplies in coordination with the end user departments as required.
• Expedites and follow-ups on orders placed on a regular scheduled basis.
• Communicates to departments; price, terms, back orders, problems and shipping, as arrangements are made in their behalf.
• Ensures vendor returns and credits are applied timely and accurately. 

Required Education and Experience

• High School Diploma with three (3) years procurement experience or Associate’s degree with one (1) year experience.
• Must have a minimum of one (1) year experience supporting across product categories or surgical or cath lab or one (1) year of capital procurement.
• Bachelor’s degree preferred.
• Experience in a customer service organization related to healthcare.
• Experience using supply chain support systems (Ex.GHX).
• Experience utilizing sourcing strategies to procure alternate items

• Demonstrated baseline knowledge of Supply Chain  operations. Lawson experience is preferred; experience 

  with a Supply Chain software (Ex:GHX) is required. 

•  

  Proficiency in the use of Word is required; Excel is 

  preferred.

• Proven customer service techniques and practices, ability to communicate in a professional and articulate manner with internal and external partners at all levels both verbal and written.

• Demonstrated ability to remain calm and courteous while handling problems, ability to follow established procedures and apply problem solving skills.

• Must be able to demonstrate an understanding of surgical department and hospital operations, as well as patient and physician requirements for positive outcomes.

• Requires ability to physically work from one of the national offices as required by management.