To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values—integrity, patient-centered, respect, accountability, and compassion—must guide what we do, as individuals and professionals, every day.
Senior Sourcing Specialist, reporting to the Manager of Procurement Operations, is responsible for maintaining normal operations within the Procurement department. Monitors performance of daily ordering operations and systems and facilitates solving any issues that would impact procurement of needed hospital supplies. Ensures that order confirmations are being done by all Buyers and monitors performance over time. Monitors vendor performance and updates source files to assure compliance with negotiated prices, fill rates, and delivery dates. Assumes a value-add role within the Strategic Sourcing Department, exhibiting strong purchasing fundamentals. May be a technical resource across cross functional work groups. Works on special projects as assigned by the Manager. The Senior Sourcing Specialist is primarily responsible for running office operations while the Manager is away and for the procurement process of Just in Time (JIT) and Bulk Inventory accounts for Yale-New Haven Health System. The Senior Sourcing Specialist is also responsible for placing orders, confirming orders, and expediting orders, when needed. Takes a lead role in reviewing and clearing Buyer Messages queue by working with the Buyers who are responsible for the errors. Senior Sourcing Specialist will also review and maintain low levels of open orders, backlogged queues for all Buyers, substitutions, % of EDI lines shipped, % of lines purchased under contract, and communicating with end users. Senior Sourcing Specialist is given additional tasks and duties which require the incumbent to exercise a greater degree of independent judgment and analysis. Exhibits strong professionalism and organizational skills with high integrity. Ability to mentor subordinate members of the procurement team.
1. Ensures daily operations of Procurement run smoothly and efficiently by enforcing policies and procedures with all members of the Procurement staff. Makes sure the JIT, bulk, and EDI services are running at full efficiency.
2. Monitors invoice exception rates for all Buyers and addresses causes of those errors, while working with the Buyer to prevent future errors, lowering the overall exception rate in the process.
3. Helps to train members of the Procurement staff in processes and system tasks.
4. Maintains and processes JIT and Bulk Inventory accounts/orders while also confirming and expediting orders, when needed.
5. Manages any problems that arise that would interfere with procurement operations by either solving system issues or contacting and working with the appropriate parties to fix the issues. Sees the problem through to a fast and complete resolution. When EDI errors occur, makes sure all orders are accounted for and placed in a timely fashion by other means.
6. Creates, writes, and revises Procurement policies and procedures with input and approval from the Manager.
7. Administers and reviews results of Annual Customer Satisfaction Survey for Procurement Operations and ensures higher year-over-year participation from customers/end-users.
8. The Procurement Coordinator is responsible for facilitating, coordinating and conducting activities related to the product conversion process with materials staff, corporate supply chain, customers and other support departments to ensure a timely and seamless conversion. Conversion activity will be reported back to the hospital and corporate supply chain management in a prescribed format.
9. Responsible for assisting in the improvement of procurement metrics and for hospital customer service. Point person for hospital specific vendor access management. Point person for employee suggestion programs. Responsible to work with the Finance Department on specific hospital budgeting needs.
10. Formulary Control Management ? responsible for reviewing all requests for non-formulary medical/surgical items and triaging to the appropriate party/committee to either obtain approval to purchase or denial with a recommendation of an approved alternative. Upon approval to purchase a non-formulary item, the Senior Sourcing Specialist manually enters the requisition into the ERP system for purchase and routs to the appropriate Buyer.
11. Works autonomously as appropriate, understanding the appropriate time for escalation within the Health System and hospitals.
12. Collaborates with other supply chain personnel and hospital users to accomplish goals.
13. Responsible for following all hospital and health system policies and procedures; specifically the competitive review of expenditures policy.
14. Responsible for supply chain savings targets, standardization initiatives and other Hospital business plan initiatives as agreed upon annually in the form of personal goals.
15. Follow all Corporate Compliance guidelines and Patient Confidentiality guidelines. Maintains the confidentiality of pricing among vendors and other outside parties.
Bachelor's degree (or equivalent) required in Finance, Business, Materials Management or related field, or considerable experience in Materials Management/Purchasing/Inventory Control, with supplemental training in computer systems/software applications (Excel, Word, etc.). Without a bachelor?s degree, documentable evidence of current work towards a degree required.
Three to five years of experience. Progressively responsible experience in procurement in a Healthcare setting with a working knowledge of Procurement principles. Supply chain, purchasing and or materials management training preferred.
Certified Materials & Resource Professional (CMRP) or equivalent & relevant professional certification (Six Sigma, APICS CPIM or CSCP, etc.) required
Excellent communication skills (written, oral and presentation). Ability to work independently. Problem solving skills. Effective time management skills. High level of aptitude in spreadsheet, databases, and electronic commerce. Ability to facilitate cross-functional work teams.