Clinical Materials Assoc II

Yale New Haven Health•Bridgeport, CT

15h

About The Position

The Clinical Logistics Associate II manages medical/surgical and clerical supplies used by operating rooms under the direction of the Clinical Logistics Supervisor. The role covers inventory, ordering, receipt, stocking, and processing of materials; maintaining inventory records; coordinating routine and emergency supply loans and procurement; and supporting accurate patient charge processing and the hospital’s InFor database. The associate also helps maintain supply areas in compliance with environment-of-care requirements and follows the Clinical Logistics Management Vendor Policy. The position supports operating-room readiness by reviewing surgical schedules, coordinating special-order requests, maintaining appropriate stock levels and par levels, and receiving and storing items in accordance with Joint Commission standards. It uses QSight, SIMS, PDAD, InFor, and other materials-management applications to maintain inventory data and support inventory-reduction initiatives. Coverage may include bone and tissue regulatory requirements, the LVAD destination program, and Implant Technology/SIMS functions, including implant inventory and vendor trays. The associate provides customer service to OR staff, coordinates with vendors and internal departments to resolve supply, invoice, and accounts-payable issues, and participates in staff training and development. The work takes place in the perioperative department, where the employee wears surgical attire around supplies and may be exposed to infectious diseases, hazardous waste, and radiation.

Requirements

High school diploma; college education preferred. Equivalent work experience may be considered.
At least 4 years of experience working with operating-room medical/surgical supplies in an OR, CSS, or Materials Management capacity.
Familiarity with Materials Management functions, including inventory, ordering, receiving, stocking, reviewing usage-report data, and developing appropriate par levels.
Strong time-management skills and the ability to multitask accurately and efficiently.
Analytical, insightful, and innovative approach; goal-oriented and adaptable team-player qualities.
Organization and good communication skills.
Computer software knowledge, including point-of-use systems, PAREX, MMIS (InFor), and QSight.
Ability to research individual supply requirements and develop plans to ensure products are available before scheduled surgery dates.
Ability to calculate par levels based on usage history.
Ability to operate a computer for data entry, data extraction, report generation, and information management.
Ability to lift boxes weighing up to 50 pounds, stand, squat, and walk for prolonged periods, and push supply trucks weighing up to 500 pounds.

Nice To Haves

College education.
Experience with purchasing, accounts payable, and patient billing.
Experience with federal regulatory requirements for handling bone and tissue products.
Experience ordering, receiving, restocking, and managing par levels for implants stocked in CSS trays.
Experience with Microsoft Word, Excel, InFor, POINTS, and SIMS applications.
Proven ability to learn technical tools.

Responsibilities

Inventory, order, and receive storeroom supplies daily to support stock availability and scheduled surgical cases.
Review the operating-room schedule and coordinate special-order requests with Cluster Leaders.
Maintain appropriate supply levels using established par levels in InFor, PDAD, QSight, or par sheets.
Verify received orders for completeness, store supplies in the proper areas within one hour, and follow up on discrepancies with Purchasing/Receiving.
Use QSight to establish, review, and recommend par changes in support of inventory-reduction initiatives.
Coordinate functional-equivalent products and formulary requests with Cluster Leaders, the Administrative Coordinator, and Purchasing.
Maintain accurate inventory records, product details, and levels in QSight according to the QSight Working Manual.
Coordinate emergency procurement of supplies and equipment with vendors, and locate and ensure delivery of requested items.
Assist OR staff in locating supplies and coordinate routine and emergency procurement and loans of supplies and equipment.
Work with Clinical Logistics Management to identify ways to minimize recurring supply incidents.
Apply the Clinical Logistics Management Vendor Policy by triaging vendor visits and confirming appointments and required sign-in paperwork; issue dated access stickers to eligible vendors.
Maintain supply-area compliance with environment-of-care requirements, including removing expired products and keeping work areas clean and organized.
Keep boxes off the floor on pallets or wire racks.
Provide coverage for bone and tissue regulatory requirements and the LVAD destination program, including receiving products, reconciling packing slips and implanted items, verifying shipment integrity, recording serial and lot numbers in QSight, supporting audits, and assisting Accounts Payable.
Participate in personal and professional development and in the training and orientation of new staff, documenting trainee competency.
Work with cross-functional teams to resolve invoicing and accounts-payable issues and manage vendor relations proactively.
Respond promptly to inquiries from YNHH departments.
Provide coverage for Implant Technology/SIMS requirements, including generating orders, reviewing and setting par levels, receiving and storing products in Synthes cabinets and other assigned product lines, and stocking and checking vendor implant trays and surgical kits.
Work with Accounts Payable to review, authorize, and reconcile invoices as needed.
Use ORMM applications such as SIMS and InFor to inventory, order, and receive supplies.