Materials Manager (ASC)

ARC Surgery Center South•Austin, TX

About The Position

Under the direction of the Administrator, the Materials Manager leads planning, organizing, controlling, monitoring, purchasing, stocking, and receiving supplies and equipment for the ambulatory surgery center (ASC). The role supports and manages operating expenses while maintaining compliance and confidentiality and promoting the organization’s mission and philosophy. The Materials Manager oversees supply chain initiatives, inventory levels and replenishment, purchasing, vendor coordination, cost control, and case costing. The role works closely with the Administrator, Director of Nursing, OR charge nurse, surgical technicians, Sterile Processing Department, physicians, corporate purchasing, and other staff to ensure the center has appropriate supplies and equipment, control waste, and meet budget and operational needs.

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.
Attention to detail, organization, and accuracy.
Ability to meet deadlines and follow instructions with a low degree of supervision.
Effective interpersonal, verbal, and written communication skills, including the ability to interact effectively with physicians, management, staff, vendors, patients, and other health team members.
Ability to read and interpret English-language safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to perform basic 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 apply oral or written instructions.
Ability to organize thoughts and ideas into understandable terminology and apply common sense in performing the job.
Ability to maintain confidentiality of patient information in accordance with HIPAA guidelines and 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 weekly orders for supplies and implants, then collaborate with the DON, OR charge nurse, and technicians to identify any additional items.
Promote new business development opportunities and work 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 prevent duplicate ordering.
Create and maintain par levels in designated units, including PreOp and PACU, and adjust them as volume grows.
Forecast case volume with the Director of Nursing and Administrator to ensure supplies are available for additional cases.
Maximize OR suite storage capacity by implementing par levels and restocking sheets that identify OR-ready items and quantities.
Oversee inventory and restocking processes and maintain accountability for equipment and supply levels.
Conduct weekly cycle counts of critical items, including surgical packs, drapes, and anesthesia block equipment.
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 collaborative initiatives that support their services.
Develop relationships with surgeons to identify opportunities and offer 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.
Inform the Administrator of unanticipated purchases that may create a negative variance against the medical supplies and implants budget.
Work with the BOS weekly to ensure purchase order numbers and invoices are accurate regarding pricing and payment terms.
Work with physicians on case costing and offer alternatives when implant costs exceed the specified reimbursement threshold 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 follow HIPAA, safety, compliance, and organizational policies.
Complete required compliance and job-related training, attend continuing education opportunities, and maintain dependable attendance.
Keep management informed of malfunctions involving instruments, equipment, and supplies, and speak up about safety concerns or practice changes.
Perform other duties as assigned.