Materials Manager (ASC)

Austin Regional Clinic: ARC•Austin, TX

About The Position

Under the direction of the Administrator, the Materials Manager leads the planning, organizing, controlling, monitoring, purchasing, stocking, and receiving of supplies and equipment for the ambulatory surgery center (ASC). The role supports and manages ASC operating expenses while maintaining compliance and confidentiality and promoting the organization’s mission and philosophy. The Materials Manager oversees supply-chain initiatives, inventory and par levels, supply and implant purchasing, equipment accountability, and restocking. The role works closely with the Administrator, Director of Nursing, operating-room staff, Sterile Processing Department, physicians, corporate purchasing, vendors, and the business office to maintain adequate supplies, control costs, support case volume, and reduce waste.

Requirements

High school diploma or GED.
Three or more years of experience in ASC Materials Management, including a focus on cost reduction and inventory control.
Knowledge of medical terminology, medical equipment, and supplies.
Ability to comply with safety standards and maintain attention to detail, organization, and accuracy.
Ability to meet deadlines, follow instructions, and complete routine tasks independently with a low degree of supervision.
Effective interpersonal, verbal, and written communication skills, including the ability to interact effectively with physicians, management, staff, patients, vendors, and other health-team members.
Ability to read and interpret English-language safety rules, operating and maintenance instructions, and procedure manuals, and to write routine reports and correspondence.
Ability to perform arithmetic using whole numbers, common fractions, and decimals.
Knowledge of programs relevant to inventory management.
Ability to address problems involving several concrete variables in standardized situations.
Ability to communicate effectively by phone, in writing, and in person, and to use recognized communication channels.
Visual and auditory acuity for computer and telephone use.
Excellent computer and keyboarding skills, including familiarity with Windows and MS 365.
Ability to manage competing priorities and perform job duties professionally.
Ability to understand, recall, and communicate factual information and to understand, recall, and apply oral or written instructions.
Ability to organize thoughts and ideas into understandable terminology and apply common sense in performing the job.
Dependable attendance and ability to maintain patient confidentiality and follow applicable company, surgery-center, OSHA, HIPAA, compliance, and conduct policies.

Nice To Haves

Multi-specialty experience.
Completion of training courses in Materials Management.
Additional languages.

Responsibilities

Manage supply-chain initiatives focused on reducing inventory, increasing inventory turns, and improving order-to-delivery results.
Maintain adequate surgical supplies, instruments, equipment, linens, and other surgery-center materials.
Independently create the weekly order for supplies and implants, then collaborate with the DON, OR charge nurse, and technicians to determine whether items should be added.
Promote new business development opportunities and coordinate with ARC Corporate Purchasing to identify conversion items that may increase savings.
Partner with the corporate purchasing team on vendor contracts, biannual inventory, and Envi oversight.
Run monthly vendor usage reports to track inventory fluctuations, identify volume changes, and find cost-saving opportunities.
Put away supplies and inventory items, track par levels, and avoid duplicate orders.
Establish and maintain par levels in designated units, including PreOp and PACU, adjusting them as volume grows.
Forecast case volume with the Director of Nursing and Administrator to ensure adequate supplies for additional cases.
Maximize OR-suite storage capacity by implementing par levels supported by restocking sheets identifying ready items and quantities.
Oversee inventory and the restocking process and maintain accountability for equipment and supply and inventory levels.
Conduct weekly cycle counts of critical items to maintain accurate inventory levels.
Work with the Sterile Processing Department and surgical technicians to organize services and instrumentation, including creating count sheets for instrument trays.
Build staff relationships and lead coaching and collaboration initiatives that support their services.
Develop relationships with surgeons to identify opportunities and alternatives to high-priced supplies.
Run weekly purchase-order history reports for medical supplies and implants and compare spending with the current month’s target budget.
Notify the Administrator of unanticipated purchases that may create a negative budget variance for medical supplies and implants.
Work with the BOS weekly to verify purchase-order numbers, invoices, pricing, and payment terms.
Work with physicians on case costing and offer alternatives when implant costs exceed 60% of the case’s payable reimbursement for payers that do not reimburse implants separately.
Develop a plan with the DON, OR charge nurse, technicians, and Administrator to minimize supply waste in the ORs.
Maintain patient confidentiality and comply with applicable policies, training, and regulatory requirements.
Keep management informed of malfunctions in instruments, equipment, or supplies; participate in continuing education; and perform other duties as assigned.