Sugery Inventory Coordinator

OhioHealth•Dublin, CA

About The Position

The Surgery Inventory Coordinator is responsible for coordinating the daily flow and availability of supplies, implants, and, where applicable, equipment for the Surgery Department. The role uses forecasting and inventory tools, automated supply units, handheld technology, and an ERP system to manage owned, consigned, and loaner items and replenish stock in support of changing surgical caseloads. The coordinator maintains product and package integrity, monitors expiration dates and recalls, manages par levels, coordinates timely delivery of new and replacement products, and supports routine and specialty procedure needs. The role works with physicians, clinicians, vendors, Sterile Processing Department (SPD), Surgery, and Supply Chain teams to resolve backorders, substitutions, logistical problems, customer concerns, and inventory changes. It also supports product and equipment trials, approved technology implementation, cost-effective inventory processes, and service improvements. The position requires maintaining a clean and safe work area and following information privacy and security policies.

Requirements

High school diploma or GED.
The minimum qualifications list 2 to 3 years of related healthcare experience; specialized knowledge also lists 2 or more years of related experience.
Additional job description qualifications include 5 years of medical supply experience and 3 years of procurement and/or inventory experience, or an associate degree with 3 years of medical supply experience and 2 years of procurement or inventory experience.
Basic math and computer skills; additional job description specifies excellent computer skills, including Microsoft suite products, and inventory and financial system knowledge.
Ability to understand financial impacts related to supply chain functions.
Ability to work in a moderately paced, changing environment and under pressure.
Clear and effective verbal and written communication skills.
Excellent problem-resolution and critical-thinking skills.
Understanding of sourcing clinical and non-clinical services and supplies.
Understanding of inventory and receiving processes, accounting, contracting, and data integrity.
Supply chain knowledge, including procurement, inventories, and their methodologies.
Knowledge of healthcare services and supplies terminology and a broad understanding of a multi-hospital system.
Ability to provide excellent customer service and training.
Ability to follow through and follow up, prioritize, adapt, work as part of a team, and use analytical and critical-thinking skills.
Familiarity with spreadsheets, databases, word-processing software, and organizational systems or applications, including Workday, Microsoft Teams, and EPIC.

Nice To Haves

Surgery supply or related experience is preferred.
Three or more years of related experience is listed as a desired attribute.

Responsibilities

Manage owned, consigned, and loaner supplies, implants, and applicable equipment to support surgical operations and changing caseloads.
Use forecasting tools, handheld technology, and the ERP system to replenish orders and manage inventory.
Maintain established supply par levels, identify needed items, place orders, identify receipts, and support annual inventories when required.
Ensure routine and specialty procedure supplies are available in the assigned department.
Review product and package integrity and monitor product and implant expiration dates and recalls.
Coordinate the timing and arrival of new and replacement products to prevent interruptions in supply availability.
Resolve backorders, substitutions, recalls, logistical failures, and other supply chain issues; communicate status and resolutions to impacted teams.
Identify key stakeholders and offer alternative solutions when product problems interrupt supply availability.
Assist clinicians with product and equipment trials, working with physicians, clinicians, and vendors to follow acquisition protocols.
Return outdated, obsolete, and recalled products for credit and assist with verifying recalls and expiration dates.
Review match-exception issues to align receipt and payment obligations, using cost accounting, product knowledge, procurement-cycle knowledge, and inventory methodologies to resolve conflicts.
Resolve customer complaints, concerns, and service failures, and work to prevent operational issues that could negatively affect physicians, clinicians, and patients.
Maintain requested cart changes and coordinate emergent and planned inventory changes and replacements in a timely manner.
Communicate verbally and in writing with physicians, clinicians, and Surgery staff to ensure the right products are available in the right place.
Support implementation of approved supply, implant, and equipment technologies by coordinating logistical implementation.
Provide timely follow-up and support system contracts and processes.
Work with Surgery and Supply Chain on process improvements to reduce costs or improve efficiency through better logistical operations.
Maintain a clean and safe work area and follow department cleaning schedules and leadership direction.
Maintain confidentiality of passwords and authentication devices, protect information entrusted to the role, use business assets and information resources only for approved purposes, follow information security policies, and promptly report security incidents to the OhioHealth Information Security Officer.
Perform other duties as assigned.