"Buyer Associate"

This position is responsible for the purchase of inventory from vendors and coordinating the preparation of purchase orders based on approved practices. Prepare and analyze reports to identify the most fiscally efficient way of procuring products. Prepares and manages RFQ/P/I process. Provides follow-up on orders to expedite deliveries. Other responsibilities include monitoring inventory levels to ensure accurate PAR levels, properly managing outdated products, investigating and aiding in recalls, managing shortages, meeting with sales representatives, processing invoices, and physically performing inventory reconciliation. Responsible for contributing to the evaluation of contracts and contract pricing, identifying potential for cost containment and cost savings, and preparing area activity and financial metrics for data reporting. Coordinate with other area staff members to analyze product cost vs. reimbursement allowables.

Essential

• Maintain a professional image by dressing in attire that conveys a professional image and consistently maintaining personal self-control and professional decorum.
• Complete inventory management tasks necessary to ensure products are available and ready to be selected for fulfillment of orders throughout daily operations.
• Evaluate and process contract requests, examine requests for clarity, appropriateness of purchase, bid specifications, and compliance with university policies and procedures.
• Determine customer expectations and develop timelines that satisfy the purchase requirements; clarify Scope of Work documents. Negotiate commercial terms and conditions for services including consulting, equipment maintenance, laboratory and professional services for internal organizations.
• Process requests for purchase orders negotiating favorable pricing and delivery following established University protocols and procedures.
• Advise end-users in the formulation of bid specifications. Manage the Request for Quotations/Proposal/Information (RFQ/P/I) process when appropriate or required by purchasing policy, evaluate supplier quotations/proposals, and facilitate supplier selection
• Assist higher-level purchasing staff and mentor junior-level staff with projects and initiatives. Effectively communicate all contractual requirements and procurement policies and procedures to university faculty, staff and external suppliers.
• Procure inventory at the best price using established procurement pathways in accordance with UMHHC and PM&R policy, procedure and practice.
• Contribute to patient safety by ensuring products are in date, of validated pedigree, and stocked in accordance with high alert, look-alike, sound-alike, and hazardous substance handling procedures and/or practices.
• Process all inventory returns in accordance with federal, state, and health system rules and regulations.
• Communicate all product shortages; work effectively and collaboratively to resolve product shortages using safe and efficacious substitutions / alternatives.
• Responsible for contributing to the evaluation of contracts and contract pricing, identifying potential for cost containment and cost savings, preparing area activity and financial metrics for data reporting.
• Maximize work efficiency through use of computers and other technologies as evidenced by proficient skill in accessing and entering accurate information necessary to perform job functions.
• Maintain & contribute to accurate, updated, and comprehensive inventory software files.
• Maintain confidentiality of patient and proprietary information by observing legal and ethical guidelines for safeguarding the confidentiality of patient and proprietary information.
• Maintain Brightree database for requisition-loader.
• Coordinate capital budget with Manager.

Other Related Duties

• Complies with all University of Michigan and departmental standards and expectations.
• Supports the department's commitment to continuous improvement activities and principles through positive and respectful contribution in all problem-solving and change processes at WSS.
• Participates in department committees and work teams as assigned.
• Assumes responsibility for personal growth and development and maintains and upgrades professional knowledge and practice skills through attendance and participation in continuing education and in-service classes.
• Performs other duties as assigned.

Qualifications

• Excellent interpersonal skills
• Excellent professional writing skills
• Demonstrated experience in electronic database maintenance
• Ability to communicate and work with personnel at all levels of the organization

• Bachelor's degree in business or an equivalent combination of education and experience
• Minimum of three years of experience in purchasing
• Minimum of three years of experience with contracting and price negotiations
• Knowledge of University policies and procedures, and home care regulatory guidelines
• Knowledge of medical terminology

Physical Requirements

The employee will be able to perform the assigned duties and responsibilities with or without reasonable accommodation.

• Able to lift up to 75 pounds
• Ability to read, write, speak and comprehend English
• Manual dexterity to perform required activity proficiently and safely
• Ability to sit or stand for an extended period of time; greater than four hours

Occupational Hazard Information

• All clinical and delivery staff carry out assignments in patient's homes, health care institutions and HCS offices.
• Drives personal automobile to these various work site locations in all weather conditions on a regular basis.