Advise leadership and collaborators of items or services suitable to their specific needs and of items' or services' availability and costs in terms of market conditions. Participate in the capital plan development. Administers and implements all contracts for a specific specialized area of the organization. Analyzes product lines and contracting opportunities to determine the most suitable source. Coordinates product trials, conversion and provides product information. Effectively develops and reviews all contracts for acceptable terms. Reviews completed proposals and cost estimates, projected utilization levels and fulfillment of legal requirements. Prepare specifications for common use items and capital equipment; collaborate with technical personnel in preparing specifications on specified items. Oversee contract renewal process. Ensure products and services that have been contracted for meet or exceed standards of compliance for all applicable accreditation and regulatory bodies and commissions. Works with legal department to assure contractual terms mitigate exposure and risk. Proactively engages stakeholders and/or key internal customers on a regular scheduled basis to manage supply/service expenses and develop savings initiatives and targets.
Coordinates with business partners to negotiate contract terms, i.e., price, tiers, rebates, committed volumes, etc., ensuring that the institution obtains the best total value. Identifies and effectively resolves problems with/for, vendors and customers using available resources.
Maintains the library (paper and automated) of all applicable contracts. Serves as the liaison for all contract issues for purchasing staff, customers, business partners and of the hospital group purchasing organization (GPO). Maintains contract documentation and tracks hospital compliance with committed contracts. Maintains the information on contracts, contracted items, vendors, requisitions, purchase orders and material specification. Responsible for the dissemination of information concerning recalls to the appropriate Medical Center personnel, follow up and maintain the central file for all product recalls.
Provides cost analyses regarding product impact on departmental budgets. Initiate studies on new products for possible cost savings; promote standardization of products. Performs retrospective analysis to ensure that contract pricing is being honored. Provides management with quantified data that illustrates the institution's compliance with its contractual obligations. Analyzes and makes recommendations for addressing non-compliance opportunities. Effectively and consistently analyzes and processes requests for capital expenditures and/or contracted goods and services. Conducts value analysis processes. Reviews and analyzes contracts for cost savings opportunities. Study the feasibility and advantages of participating in group purchasing or vendor direct negotiations. Evaluate and analyze competitive bids, collaborating with departments on alternative proposals for possible cost savings. Tracks and implements cost savings initiatives. Establishes performance metrics/dashboard and reviews with suppliers on a regular basis. Holds regular business reviews with key suppliers and internal customers.
Employs knowledge and skills necessary to recommend and support the development of ongoing process improvements for capital procurement and contract management within the department and organization. This includes contract development, negotiation, implementation and compliance. Provides input into definition of current state and identification of opportunities for cost containment and improvements. Perform other duties as assigned.
·Project and Relationship Management
Routinely convenes, leads and facilitates work groups for the purposes of contract development, issue resolution and cost savings initiatives. Cultivates positive business relationships with process partners collaboratively resolving problems, soliciting input, establishing standards, and developing policies and procedures. Builds, maintains and manages relationships with contract agents. Maintain contact with vendors and salespeople and peruse hospital publications to keep abreast of current prices and new products. Continues ongoing relationship after contracts are signed and in place. Acts as a liaison to assist stakeholders/customers to reach business and service objectives.
Using time efficiently and productively; prioritizing multiple tasks properly to meet deadlines; recognizing time constraints and adjusting work schedule to address them.
Locating and gathering relevant information; recognizing and working to eliminate important gaps in existing information; determining the value of the information; synthesizing and organizing information to get a better understanding of a problem
Willing and capable of independently making decisions
Understanding and showing respect and appreciation for the uniqueness of all individuals; leveraging differences in others' perspectives and ideas; appreciating cultural differences and adjusting one's approach to successfully integrate with others who are different from oneself
Setting the stage for constructive relationships by being accessible, approachable, and interpersonally engaged; developing and sustaining meaningful and productive bonds with others based on mutual respect
·Knowledge of Field - Intrm
Knowledge of regulations, procedures and best practices in field
·MS Office - Intermediate
Proficient in Microsoft Office programs
Demonstrates an independent work initiative, sound judgment, diplomacy, tact and professional demeanor
Excellent verbal, written and/or interpersonal communication skills
Working knowledge of MMIS Computer Systems
·Evaluation and Initiative
Skill in evaluating quality and price of products to judge suitability of goods and alternatives offered. Demonstrated ability to take the initiative and implement new programs and procedures under general guidance.