ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                     Supply Chain Operations Supervisor

REPORTS TO POSITION:        Supply Chain Operations Manager

DEPARTMENT:                       Supply Chain

DATE LAST REVIEWED:         July 1, 2019

OUR VISION:               Creating America’s healthiest community, together

OUR MISSION:            In the spirit of love and compassion, better health, better care, better value

OUR VALUES:             Accountability, Caring and Teamwork

DEPARTMENTAL SUMMARY: The Supply Chain department provides many services to our multi-hospital organization and clinics.  Our services include procurement, sourcing, value analysis, contracting, inventory management, distribution, courier services, mail services, sterile inventory, and code cart management.  Our team works in partnership with clinical and business teams to deliver high quality products and services at the best possible cost.

POSITION OVERVIEW: The Supply Chain Operations Supervisor , with support and oversight from the Operations Manager, is responsible for overseeing a team that provides the receiving, stocking, replenishment needs of hospital and clinic departments. The Supervisor establishes and maintains relationships with customer departments to understand their needs, improve the flow of supplies, manage par levels, effectively adding new items to inventory or removing old items from inventory and implementing new storage models. Additionally, the Supervisor directs the work of their team of supply technicians including establishing and  adjusting schedules; orientation and on-boarding; education, competency assessment, and audits; productivity monitoring; assuring inventory accuracy; and caregiver perfomance management.

ESSENTIAL FUNCTIONS AND DUTIES:

Ensures daily supply receiving, warehouse stocking, order picking, department delivery and department stocking is completed timely, accurately and thoroughly by team.

Serves as primary customer (hospital or clinic department) point of contact for supply-related issues and initiatives.

Understands each supply stock location in customer department, needs of the department, nature of the patient care provided and the related supply types and critical items.

Establishes and manages inventory par levels, minimums and maximums in both warehouse and customer departments.

Proficiently uses information systems, Epic and Workday, for inventory management, reporting and analysis.

Competent in use of excel and other applications to analyze data in order to support inventory management.

Participates in Value Analysis Teams as a supply expert.

Participates in Supply Chain and customer department daily management systems.

Ensures the accuracy and integrity of the inventory quantities, unit of measure and values through a deep understanding of the supplies stocked and utilized by customer departments and rigorous adherence to standard work.

Coordinates cycle counts and other inventory management techniques to ensure the accuracy of inventory levels.

Implements and maintains inventory storage and management techniques (i.e. two bin, kan-ban, etc.)

Maintains efficient processes and ensures caregiver performance is compliant with Supply Chain standard work, SCHS policies, and in compliance with all regulatory agency requirements.Engages caregivers in ongoing maintenance of and adherence to standard work.

In partnership with the manager, responsible for hiring, orienting, training, coaching, discipline, conducting annual performance evaluations and overall staff development.

Provides supervisory level direction and support in planning, organizing, and coordinating the activities of the business unit/department he/she is responsible for, occasionally through subordinate leads.

Ensures staff is meeting production requirements by addressing problems and obstacles in a timely fashion

Sets clear expectations, direction, and priorities through the identification and implementation of effective processes and procedures for accomplishing work.

Achieves organizational goals through coaching, providing feedback, setting performance goals, and motivating staff to meet and exceed those goals

Responsible for ensuring regulatory regulations are met in regards to organization, cleanliness, and monitoring of expiration dates of all areas of responsibility.

Participates in various committees within the organization upon request.

Adjusts work schedule as needed to assure best use of resources at all hours of operations.  The work schedule may include days, evenings, nights and weekends.

Through the analysis of data and reports, monitor quality and productivity of staff insuring essential functions are delivered timely and our key performance indicators and financial goals are achieved consistently.

Work with internal and external customers to improve processes, increase accuracy, create efficiencies, and maximize available technology to achieve department performance and customer service goals.

Monitor timecards, ETO requests, FMLA/OFLA/other absences utilizing Kronos timekeeping system and established SCHS and departmental policies.

Assists with budget development, regular monitoring, accountability and meeting all operational targets for all areas within span of control

Creates a healing environment that supports all aspects of care, respects the wholeness of the individual, and demonstrates therapeutic presence through attitudes and behaviors that enhance the care experience for patients and caregivers.  

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

May perform additional duties of similar complexity within the organization, as required or assigned.

                     

EDUCATION

                  

Required: High school diploma or GED

Preferred: Bachelor’s degree strongly preferred.          

LICENSURE/CERTIFICATION/REGISTRATION

Required: Valid Oregon driver's license and meet SCHS driving requirements. Ability to travel to SCHS/SCMG worksites required.     

Preferred: N/A

EXPERIENCE

Required: Minimum of five years of increasing responsibility in materials management, warehousing, distribution, and/or automated materials management information systems (MMIS). Demonstrated understanding of supply chain practices and nomenclature.

Preferred: Seven years’ experience in healthcare or hospital supply chain and materials management.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION: 

Communication/Interpersonal

Must have excellent communication skills and ability to interact with a diverse population and professionally represent SCHS. 

Ability to effectively interact and communicate with all levels within SCHS and external customers/clients/potential employees

Strong team working and collaborative skills.  Demonstrated problem solving skills. Demonstrated interpersonal skills necessary to interact with all levels of Hospital Caregivers.  Must be able to round on Caregivers throughout all campuses. Demonstrated strong commitment to customer service.

LEAN Leadership

Must embrace servant leadership style with core belief that our front line caregivers are best suited to solve problems.  Must relentlessly work to remove barriers to improvement.  Requires humility, courage, tenacity, focus, and continuous improvement mindsets. 

Organizational

Ability to multi-task and work independtly 

Attention to detail

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions

Mathematical Skills:

Performs basic math (add, subtract, multiply and divide) calculations

Performs intermediate to advanced math (analysis, statistics, significant data or number manipulation).

Computer

Intermediate ability and experience in computer applications, specifically MS Office.

Demonstrated knowledge of word processing, spreadsheet and database software programs. Demonstrated hands-on working knowledge of electronic medical record and materials management information systems and software.

PHYSICAL REQUIREMENTS

Continually (75% or more): Sitting, keyboard operation, use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Standing, lifting 1-10 pounds, grasping/squeezing.

Occasionally (25%): Bending, reaching overhead, carrying/pushing or pulling 1-10 pounds.

Rarely (10%):  Walking, stooping/kneeling/crouching, climbing stairs.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 11-50 pounds, operation of a motor vehicle, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

DEPARTMENTAL SUMMARY: The Supply Chain department provides many services to our multi-hospital organization and clinics.  Our services include procurement, sourcing, value analysis, contracting, inventory management, distribution, courier services, mail services, sterile inventory, and code cart management.  Our team works in partnership with clinical and business teams to deliver high quality products and services at the best possible cost.

POSITION OVERVIEW: The Supply Chain Operations Supervisor , with support and oversight from the Operations Manager, is responsible for overseeing a team that provides the receiving, stocking, replenishment needs of hospital and clinic departments. The Supervisor establishes and maintains relationships with customer departments to understand their needs, improve the flow of supplies, manage par levels, effectively adding new items to inventory or removing old items from inventory and implementing new storage models. Additionally, the Supervisor directs the work of their team of supply technicians including establishing and  adjusting schedules; orientation and on-boarding; education, competency assessment, and audits; productivity monitoring; assuring inventory accuracy; and caregiver perfomance management.

EDUCATION

                  

Required: High school diploma or GED

Preferred: Bachelor’s degree strongly preferred.          

LICENSURE/CERTIFICATION/REGISTRATION

Required: Valid Oregon driver's license and meet SCHS driving requirements. Ability to travel to SCHS/SCMG worksites required.     

Preferred: N/A

EXPERIENCE

Required: Minimum of five years of increasing responsibility in materials management, warehousing, distribution, and/or automated materials management information systems (MMIS). Demonstrated understanding of supply chain practices and nomenclature.

Preferred: Seven years’ experience in healthcare or hospital supply chain and materials management.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION: 

Communication/Interpersonal

Must have excellent communication skills and ability to interact with a diverse population and professionally represent SCHS. 

Ability to effectively interact and communicate with all levels within SCHS and external customers/clients/potential employees

Strong team working and collaborative skills.  Demonstrated problem solving skills. Demonstrated interpersonal skills necessary to interact with all levels of Hospital Caregivers.  Must be able to round on Caregivers throughout all campuses. Demonstrated strong commitment to customer service.

LEAN Leadership

Must embrace servant leadership style with core belief that our front line caregivers are best suited to solve problems.  Must relentlessly work to remove barriers to improvement.  Requires humility, courage, tenacity, focus, and continuous improvement mindsets. 

Organizational

Ability to multi-task and work independtly 

Attention to detail

Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions

Mathematical Skills:

Performs basic math (add, subtract, multiply and divide) calculations

Performs intermediate to advanced math (analysis, statistics, significant data or number manipulation).

Computer

Intermediate ability and experience in computer applications, specifically MS Office.

Demonstrated knowledge of word processing, spreadsheet and database software programs. Demonstrated hands-on working knowledge of electronic medical record and materials management information systems and software.

PHYSICAL REQUIREMENTS

Continually (75% or more): Sitting, keyboard operation, use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%): Standing, lifting 1-10 pounds, grasping/squeezing.

Occasionally (25%): Bending, reaching overhead, carrying/pushing or pulling 1-10 pounds.

Rarely (10%):  Walking, stooping/kneeling/crouching, climbing stairs.

Never (0%):  Climbing ladder/step-stool, lifting/carrying/pushing or pulling 11-50 pounds, operation of a motor vehicle, ability to hear whispered speech level.

Exposure to Elemental Factors

Never (0%):  Heat, cold, wet/slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP

Schedule Weekly Hours:

40

Caregiver Type:

Regular

Shift:

First Shift (United States of America)

Is Exempt Position?

Yes

Job Family:

SUPERVISOR

Scheduled Days of the Week:

As Scheduled (may include weekends and holidays)

Shift Start & End Time: