Contract Specialist I - Clinical

Yale New Haven Health•New Haven, CT

About The Position

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. The Contract Specialist I is responsible for the processing and procurement of requests for various supplies, services, and equipment. Monitors vendor performance and updates source files to assure compliance with negotiated prices, fill rates, and delivery dates. Works with Sr. Contract Specialists, Contract Specialists, Product Quality Coordinator, Vendor Relations Supervisor, Value Analysis Nurses, vendors, and users to contain costs by considering the total cost of products including, process cost, freight & delivery conditions, storage, maintenance, life cycle, and associated products costs when making decisions. Assumes a value-add role within the Strategic Sourcing Department exhibiting strong purchasing fundamentals. May be a technical resource across cross functional work groups. Works on special projects as assigned by Manager and/or Vendor Relations Supervisor. Works with users and Materials Management to ensure each department's formulary is on-line and updated so that the majority of purchases are requisitioned electronically. EEO/AA/Disability/Veteran

Requirements

Bachelor's degree (or equivalent) preferred in Finance, Business, Materials Management or related field. Equivalent experience may be considered in lieu of a degree.
With a Bachelor's Degree, 3 years of experience in contracting and/or Supply Chain Management preferred, preferably within Healthcare. Without a degree, 4-5 years of similar experience required.. 1-2 years experience supporting supply chain, contracting, and/or materials management training required.
Excellent communication skills (written, oral and presentation). Ability to work independently. Problem solving skills. Effective time management skills. High level of aptitude in spreadsheet, databases, and electronic commerce. Ability to facilitate cross-functional work teams.

Nice To Haves

CMRP designation or equivalent & relevant professional certification (Six Sigma, APICS CPIM or CSCP, etc.) strongly preferred
For Sourcing Specialists in the Pharmacy pod, current State of CT Pharmacy Technician registration is required

Responsibilities

Processes purchase requisitions to procure goods and services in a timely manner consistent with departmental standards. - Reviews, prioritizes, edits and processes purchase requisitions in accordance to departmental procedures assuring completeness and accuracy of specifications, quantities, contract compliance, product quality and delivery requirements - Identifies and assists recommending vendor and product alternatives for non-contract commodity purchases - Specific functions for Sourcing Specialist II on the Facilities & Capital team: - Strong working knowledge of and (if needed) ability to train on the StrataJazz capital budgeting system - Individual cost-avoidance exceeding $1,000,000 on capital purchases in a fiscal year - Benchmarking capital quotes using the ECRI and/or Vizient resources - Attending and organizing capital meetings throughout the Health System - Negotiating with vendors - Meeting with vendor reps to discover new opportunities for standardization and savings
Assures timely delivery of products. - Reviews open order reports and communicates with vendors as necessary, taking steps to assure timely delivery of products as needed - Advises requestor of any delays in delivery
Assures that pricing is consistent with existing contracts and the Materials Management System purchase orders and item files reflect accurate pricing. - Reviews exception reports daily, making timely adjustments to purchase orders and item files as appropriate - Maintains item and vendor files for ensuring accurate vendor ship to, bill to address, pricing, packaging, catalog numbers, etc.
Works with vendors, Contract Specialists, SC Analytics, and users to ensure a competitive price is being paid on non-contract items. - Coordinates with Contract Specialist to determine when contract bids should occur - Coordinates competitive bids as deemed appropriate by Strategic Sourcing Manager - Utilize benchmark tools to ensure prices paid are competitive (i.e., ECRI, Vizient, Aptitude)
Processes service contracts for assigned area (Gen Med, Perioperative Services, Cardiac/IR, Pharmacy, ITS, Facilities/Capital, Purchase Services & HR, Ancillary & Medical Equipment) and associated purchase orders
Assures thorough and ongoing communication with users regarding delivery dates, price changes, contract updates, use of substitute items, vendor performance, date to day problem resolution and other pertinent information.
Interacts with vendors to assure thorough and ongoing communications with customers from each Hospital and Yale New Haven System. - Monitors vendor performance on a regular basis and communicates problems as appropriate. - Executes obsolete inventory, recall inventory, and damaged goods returns for credit - Investigates prolonged backorder for resolution (potentially sourcing for an alternative product or vendor) and report out - Oversees transition of alternate and/or substitute product upload and discontinue in Lawson workflow - Manages allocation formula with supplier to ensure maximum availability is obtained, tracked, and reported - Maintains accurate vendor performance pertaining to vendor representatives- names telephone numbers and addresses
Continuously strives for improvement in the quality and scope of services provided by Corporate Supply Chain - Maintains and analyzes workload and quality improvement statistics - Recognizes new trends in practice and systems and works with Strategic Sourcing Specialists, SC Analytics and users to implement the same - Interacts with the users to assure that their needs are met - Assures that all record keeping is accurate and properly maintained to track purchases, pricing, etc., and to resolve problems and enhance accountability of staff - Maintains Supplier Portal database information for suppliers associated with assigned service lines
Maintains ongoing communications to establish good customer relations with co-workers, fellow employees, vendors and visitors - Communicates any M&A Notifications for assigned vendor base to impacted System depts. and Sites. - Oversees, maintains, and communicates to impacted System depts. and Sites M&A transition plans for assigned vendor base - Communicates shortages, delivery delays, and prolonged backorders to end customers and ensures incidents are reported and documented in Supplier Scorecard - Report non-contract spend requests and price discrepancy issues to associated Sourcing Specialists for unassigned suppliers identified in requisition/PO requisitions - Addresses or escalates customer issues to expedite resolution and/or coordinate service with suppliers.
Establishes regular business reviews with assigned vendors as vendor lead for Scorecard review and Root Cause Corrective actions for KPI?s vendor is not meeting within the acceptable scoring range
Assures confidentiality of all contract pricing and terms
Performs other related duties as required to support the overall needs to the department
Ensures all Accounts Payable discrepancies/buyer messages are resolved on a weekly basis
Acts as a knowledge resource for all Procurement staff and formally trains staff in proper procedures and new initiatives, as needed
Cost-savings/avoidance goal of $50,000 per fiscal year through service contract negotiation and procurement agreements