HTM Inventory and Contracts Specialist

UT Southwestern Medical Center • Dallas, TX

9d

About The Position

The HTM Inventory and Contracts Specialist is a core support role responsible for the day-to-day execution of supply chain, inventory management, and service contract administration within the Healthcare Technology Management (HTM) Department. This position works under the direction of the Manager, HTM Business Operations, to ensure the efficient procurement of parts, optimal inventory levels, accurate contract maintenance, and financial compliance.

Requirements

• High School Diploma or equivalent
• 3 years of experience in an administrative, specialist, or coordinator role with demonstrated responsibilities in supply chain, inventory control, contract administration, or financial support, preferably in a healthcare or complex service environment

Nice To Haves

• Associate's Degree or bachelor‿s degree in business administration, Finance, Supply Chain, or a closely related field is preferred

Responsibilities

• Executes the entire parts purchasing lifecycle, including processing orders, following up on shipments, and coordinating with vendors and procurement.
• Manages the Computerized Maintenance Management System (CMMS) parts database, ensuring data accuracy for inventory levels, costs, and usage.
• Monitors and tracks parts inventory levels to prevent stock-outs and minimize excess inventory, aligning with optimization goals set by management.
• Processes and reconciles invoices related to parts purchases, ensuring alignment with negotiated pricing and departmental budget guidelines.
• Administers the operational aspects of patient-related equipment service contracts and maintenance agreements.
• Monitors contract expiration and renewal dates, preparing preliminary documentation and data for the Manager, HTM Business Operations, to facilitate timely renewals.
• Ensures accurate entry of service contract billing and payment data into financial and departmental systems.
• Maintains comprehensive, organized, and auditable records of all vendor contracts, service agreements, and business-related documentation for the department.
• Provides input and preliminary data for contract utilization analysis to identify potential opportunities for cost savings and service level improvements.
• Serves as a key departmental liaison with administrative departments, specifically Procurement and Supply Chain, regarding parts purchasing and contract transactions.
• Assists in collecting and compiling operational data related to parts usage, contract costs, and workload for management reporting and productivity analysis.
• Supports the implementation of approved continuous process improvement initiatives related to parts ordering and contract management workflows.
• Ensures that all parts purchasing and contract administration processes comply with University policies, accounting standards, and regulatory requirements (e.g., Joint Commission).
• Performs other related administrative and financial duties as assigned to support the efficient business execution of the HTM department.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED