Clinical Materials Coordinator, UT Health Austin

Job Posting Title:

Clinical Materials Coordinator, UT Health Austin

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

The Clinical Materials Coordinator assists with all aspects of the procurement of goods and supplies for the UT Health Austin (UTHA) clinical practice. Effective collaboration with clinical operations, clinic staff, and vendors is required to be successful in these efforts. Reports to Clinical Materials Manager.

Responsibilities

• Inventory Oversight: Assists in upkeep of UTHA clinical inventory, including monitoring, stocking, and transporting supplies and/or equipment consistent with prescribed policies and procedures. Sets and adjusts par levels for storerooms and works with clinical staff on appropriate ordering triggers for each clinic. Performs regular audits for supply and inventory control. Responsible for maintenance of storeroom levels and supports distribution of goods and supplies across clinics. Maintains dating system for recall of supplies according to limits of shelf life.

• Sourcing and Purchasing of Goods and Supplies: Collaborates with appropriate UTHA personnel to confirm clinic needs for purchase. Prepares and thoroughly reviews all department purchasing requests to ensure accurate information, alignment with the appropriate expense budget and compliance with all UT Austin procurement requirements. Prepares and processes purchase orders for UTHA, ensuring accuracy of documentation, pricing and transaction coding.

• Partners with clinic staff to determine supply needs, purchase supplies and materials according to specifications, coordinate and supervise receiving procedures.

• Coordinates with dock manager to receive materials and oversees distribution of supplies in the organization, controls inventory levels and ensures availability of materials, maintains relationships and negotiates with suppliers, keeps detailed records on procurement activity, materials quantity, specifications etc.

• Additional duties as assigned.

• Marginal/Incidental Functions: Other related functions as assigned.

Required Qualifications

High school graduation or GED. Three years of related experience. Prior healthcare setting experience. Working knowledge of Electronic Practice Management systems to include scheduling and general billing functions. Capable of documenting patient communication, referral notations, and clinical chart notes accurately and appropriately. Professional verbal and written communication. Ability to anticipate needs and follow through with internal and external customers. Exceptional customer services skills, awareness and phone etiquette. Ability to follow directions. Ability to communicate effectively with patient and the healthcare team, including the ability to explain registration policies and procedures. Must be able to interpret basic medical terminology and have proficiency in the use of basic math skills. Ability to maintain and respect the confidential nature of medical information. Ability to use experience and judgement to plan and accomplish goals. Must have ability to read and interpret documents such as charts, safety rules, operating and maintenance instructions, and procedure manuals. Ability to work closely with physicians and clinical staff to assist with their administrative access needs for the patients.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in supply chain, business or related field and one-year experience managing supply/inventory processes in a health care setting. Inventory control and inventory management experience. Experience with state procurement policies and processes. Experience with Smartsheet, REDCap, or other project management tools.

Salary Range

$46,000+ depending on qualifications

Working Conditions

• Work hours may vary but are generally Monday-Friday 8am-5pm

• Ability to sit and stand for prolong periods of time, some bending, stooping and stretching

• Ability to perform overhead and low reaching activities

• Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, and occasional use of other office equipment

• Physical strength for equipment needs; may require frequent lifting/moving up to 50 pounds and occasional lifting/moving in excess of 50 pounds  

• Exposure to noisy equipment 

Require