Senior Inventory Management Specialist

University of Virginia•Charlottesville, VA

2d•Onsite

About The Position

The University of Virginia's number one ranked Department of Student Health and Wellness(SHW) provides a comprehensive range of medical, mental health, well-being, and disability support services to all enrolled undergraduate and graduate students. The University of Virginia’s Medical Services, a unit within the Department of Student Health and Wellness, is seeking a Senior Inventory Management Specialist. The Senior Inventory Management Specialist oversees the operational management, compliance, and strategic coordination of medical supplies, medications, and related inventory functions across Student Health &Wellness (SHW). This position ensures accurate, efficient, and compliant inventory systems that support uninterrupted clinical operations. The Senior Inventory Management Specialist supervises the Inventory Senior Assistant and serves as the primary operational lead for inventory workflows, supply chain coordination, and data-driven forecasting. This role collaborates closely with the Assistant Director of Medical Operations on budgeting, financial stewardship, and policy implementation.

Requirements

Bachelor’s degree required.
Five years’ relevant experience or equivalent combination of education, certification or experience required.
Proficiency with Excel, Smartsheet, and electronic systems.
Ability to interpret data and support budget-related planning.
Strong organizational, communication, and problem-solving skills.
Ability to lift and move supplies.

Nice To Haves

Supervisory or team lead experience.
Experience supporting inventory operations in a healthcare, clinical, higher education, or other regulated environments.
Experience with operational forecasting, inventory analytics, or budget support.
Experience developing workflows, standard operating procedures, or process improvement initiatives.
Demonstrated ability to analyze operational data and make recommendations to improve efficiency, compliance, and resource stewardship.
Experience collaborating across departments to support operational initiatives.
Experience supporting accreditation, audit readiness, or compliance activities.

Responsibilities

Oversee ordering, receiving, reconciliation, and vendor coordination.
Maintain accurate records using Excel, Medicat, Smartsheet, and inventory systems.
Ensure proper storage, labeling, organization, and security of inventory.
Monitor expiration dates, stock rotation, and discrepancies.
Serve as the operational point of contact for vendors.
Track backorders and supply chain disruptions.
Provide data and recommendations for procurement decisions.
Ensure compliance with AAAHC standards for medication management.
Maintain regulatory documentation and perform audits.
Participate in inspections and accreditation activities.
Analyze usage trends and forecast inventory needs.
Prepare data and cost analyses to support financial planning.
Implement and refine inventory tracking systems.
Develop and update procedures and training materials.
Ensure accurate documentation for audits and internal controls.
Collaborate with clinical teams and leadership to align inventory operations.
Support billable inventory processes under direction of the Assistant Director.
Provide day-to-day supervision, guidance, and task delegation for the Inventory Specialist.
Support performance input for annual evaluations.
Ensure staff compliance with established procedures and safety practices.
Support accreditation initiatives and operations as assigned.