Vanderbilt University Medical Center Supervisor Materials Mgmt in Nashville, Tennessee

Discover Vanderbilt University Medical Center:

Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity — of culture, thinking, learning and leading — is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Department/Unit Summary

  • The VCCOC is 51,000 square feet and was built to improve the processes that would ultimately better support supply and instrument needs for the clinicians and physicians. The VCCOC was also built to help minimize the inventory in all locations. The VCCOC is a 24/7 operation that is adjacent to the O&M distribution center. The facility also has a CSP department that processes instrument 5 days per week (24/5). The Vanderbilt Case Cart Operations Center (VCCOC) is responsible for picking the surgical cases for all of the 3rd Floor Operative Service areas and the Hybrid Surgical room on the 1st floor for the Vanderbilt Adult Hospital (VUH).

Your Role:

  • Directly responsible for supervising tasks performed by Clinical Supply Specialist and Lead Clinical Supply Specialists within the Satellite Service Centers.

  • Execute a continuous improvement program for supply chain functions. These tasks are associated with the dispensing of medical-surgical supplies, patient care equipment and medical implants.

  • The Clinical Supply Supervisor serves as inventory control and service consultant to Clinical Supply Specialists, Patient Care Managers, Nurses, and physicians, ensuring appropriate supplies are purchased, inventory levels are maintained, and patient charges are captured

  • The Clinical Supply Supervisor manages a staff of 12 employees.

Key Functions and Expected Performances:

  1. Implement plans and goals that are consistent with the Medical Center's objectives

a. Interpret, adapt and communicate policies/procedures at higher management levels to department staff

b. Implement and evaluate policies/procedures for all activities under position jurisdiction

c. Prepare work schedules

d. Plan work flow

  1. Ensure the smooth operations of the Service Centers so that adequate supply levels are maintained throughout the Medical Center

a. Troubleshoot and resolve operational and staffing issues

b. Assure that all receiving documents are properly completed

c. Assure credits for short shipments are documented per order to pay cycle, including maintaining back orders for product not shipped. Monitor all direct shipments for medical-surgical supplies and linen

d. Work directly with Primary vendors to ensure adequate delivery of medical supplies, reconcile credits, make recommendations for supplies that are clinically acceptable and financially cost effective

e. Work directly with Marketing Representatives to ensure adequate inventory levels and accurate cost from vendors

f. Maintain and monitor Materials Management database ensuring appropriate patient price, unit of measure patient cost, Dynamic Order Points/Dynamic Order Quantities, and hand quantities, etc.

g. Maintain supply inventory records; periodically report usage history data and stock objective figures for new items to clinicians; identify expired goods and forward information to the vendor to obtain proper credit, track borrow and loan to surrounding hospitals

  1. Ensure all financial resources are utilized effectively

a. Use the Materials Management computer system to review patient charges for medical-surgical supplies and patient care equipment. Reconcile patient care divisions credits and charges to ensure accurate billing

b. Responsible for assuring patient charge capture for all medical surgical supplies utilized by patients to ensure accurate patient billing

c. Serves on various committees, unit boards, and work groups to assist department managers with maintaining budget requirements through cost containment

  1. Exceed defined service standards for Service Centers

a. Serves as liaison for ancillary department providing one stop shopping concept to provide clinicians all products needed to support patient care, i.e., sterile trays, surgical implants, patient care equipment, medical-surgical supplies, pathology supplies, linen, etc.

  1. Supervise staff to ensure a safe, satisfying and enriching environment for employees

a. Assist in providing technical and operational training to new hires including evaluations and ongoing quality assurance during orientation period

b. Conduct performance improvement counseling and performance evaluations per institutional procedures

c. Monitor attendance and tardiness

  1. Ensure all Quality Standards within assigned area are met

a. Collect and prepare quality assurance data relative to Satellite Service Centers

b. Analyze data to monitor quality of service

c. Collaborate and participate in the implementation of plans to improve the quality and efficiency of services provided to clinics

Position Shift:

  • Sunday - Thursday - 6:00 pm - 2:30 am

Requirements:

  • Job requires High school graduate or GED and 4 years of experience or the equivalent.

  • Knowledge of medical supplies

  • Inventory Management Experience

  • Proficient in Microsoft Word, Excel, and Access

Preferred:

  • F Endorsement

  • Willing to drive a delivery truck to VUH

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

TECHNICAL CAPABILITIES:

INVENTORY MANAGEMENT (ADVANCED): - Monitors material movement into and out of stock, reconciles inventory balances, and maintains adequate inventory levels.

LEADERSHIP (NOVICE): - Formulates a vision while motivating & guiding employees promoting engagement. Leaders state precise goals, ensures the commitment of individuals to those goals, defines the methods of measurement, and provides the incentive to accomplish measureable outcomes.

OPERATIONS PLANNING (NOVICE): - Anticipates resource needs to meet objectives and implements appropriate processes.

PEOPLE MANAGEMENT (NOVICE): - Interacting, communicating, building relationships and developing employees.

COMPLIANCE (NOVICE): - Understanding the rules, regulations, sanctions and other statutory requirements, guidelines and instructions relating to governing bodies and organizations, both internally and externally.

QUALITY MANAGEMENT (NOVICE): - Developing a systematic process of checking to see whether a process or service is meeting specific requirements.

BUSINESS RESULTS (FUNDAMENTAL AWARENESS): - Ability to achieve business results while focusing on quality, customer satisfaction, and stewardship.

CORE ACCOUNTABILITIES:

  • Organizational Impact: Plans and sets day to day objectives for the team that have a direct effect on the results of the department or area that the job is in.

  • Problem Solving/ Complexity of work: Resolves technical and operational problems within provided guidelines.

  • Breadth of Knowledge: Applies advanced subject matter knowledge within a specific technical area and basic management knowledge to support the team.

  • Team Interaction: Leads/supervises a unit within a department or a small department. Typically without budget or hire/fire authority. Role is typically a 'working' supervisor.

CORE CAPABILITIES:

SUPPORTING COLLEAGUES (M1):

    • Develops Self and Others: Invests time, energy and enthusiasm in developing self/others to help improve performance and gain knowledge in new areas.
    • Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.
    • Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences.

DELIVERING EXCELLENT SERVICES (M1):

    • Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.
    • Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.
    • Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness.

ENSURING HIGH QUALITY (M1):

    • Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.
    • Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them.
    • Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring.

MANAGING RESOURCES EFFECTIVELY (M1):

    • Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.
    • Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.
    • Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities.

FOSTERING INNOVATION (M1):

    • Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.
    • Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.
    • Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

*CA

High School Diploma or GED (or equivalent experience) and 4 years relevant experience

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

Physical Requirements/Strengths needed & Physical Demands:

  • Medium Work category requiring exertion up to 50lbs of force occasionally and/or up to 20 of force frequently and/or up to 10 of force continually to move objects.

Movement

  • Occasional: Sitting: Remaining in seated position

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

  • 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: 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.

  • Frequent: Walking: Moving about on foot.

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

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

  • 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.

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

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 Supply/Equipment

Organization: SC Periop Supp Impl/VCCOC Adm 201572

Title: Supervisor Materials Mgmt

Location: TN-Nashville-Vanderbilt Case Cart Operations Center

Requisition ID: 1811047

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