MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Bachelor’s degree.
EXPERIENCE:
1. One (1) year of related administrative/vendor relationship experience.
PREFERRED QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Bachelor’s Degree in Industrial Engineering, Supply Chain Management or Business Administration.
EXPERIENCE:
1. Experience in healthcare environment.
2. Two (2) years’ experience related experience in financial analysis and vendor management.
CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.
1. Manage an assigned portfolio of procurement contracts (GPO and locally negotiated) to assure that all contracts are reviewed and appropriate action taken prior to contract expiration date. Maintains expertise of GPO portfolio and assists teammates with GPO liaison responsibilities for assigned contract grouping. Analyzes spend data (from a variety of Lawson, GPO, and vendor sources), vendor contract offerings, and product bundling opportunities to identify cost savings and IDN aggregation opportunities.
2. Develops financial analyses that identify cost savings opportunities (both GPO and locally negotiated) and guide decision making for assigned portfolio of contracts. Coordinates with Value Analysis representatives and departmental personnel across facilities and prepares cost analyses needed to make effective product decisions.
3. Under the Lead Contract Administrator(s) supervision, the incumbent performs all tasks related to issuing bids/RFQs, analyzing bid responses, developing financial analyses, collaborating with requisitioning department(s) to determine vendor selection, developing purchase agreements, and issuing final purchase orders. While the Contract Administrator(s) are responsible for leading high level, system-wide RFP projects, the Contracting Specialist is responsible for straightforward commodities and bid projects normally handled through an RFQ process. Such projects are generally limited to dollar amounts (less than $750,000) and/or bid projects that can be handled without a structured procurement team process.
4. Updates data within the Lawson ERP, SharePoint, and other IT systems utilized by Procurement to maintain pricing and other contracting components in an accurate, current manner. Coordinates with the Lead Contract Administrator(s) to identify data maintenance tasks, maintenance frequency, QA reports, and other data maintenance requirements necessary for managing the contract data related to the assigned portfolio of contracts.
5. Coordinates with the Lead Contract Administrator(s) to assure that IT systems are configured and operating in such a manner as to assure a high level of efficiency and customer satisfaction. Assist with the training of Buyers and other Procurement staff in the use of the Lawson procurement application
6. Assists the Lead Contract Administrator(s) in monitoring vendor performance and develops vendor partnerships to maximize cost savings and service levels.
7. Coordinates with the Lead Contract Administrator(s) to develop a timeline for bidding and contracting projects throughout the year. Develops strong working relationships with key departmental users for assigned contract portfolio. Meets periodically with departmental contacts identify contracting projects and to proactively develop timeframes necessary to meet contracting objectives.
8. Maintains working knowledge of the “req to check” process and is able to process purchase orders, utilize EDI technology, resolve ordering discrepancies with vendors, resolve pricing discrepancies with Accounts Payable, provide customer service support, etc.
9. Must possess excellent written and verbal communication skills in order to interact effectively with hospital staff and vendor representatives. Must possess political sensitivity in order to navigate through the different cultures and organizational priorities associated with a multi-hospital health system environment. Must possess excellent organizational skills to effectively manage multiple contracting priorities while providing for customer service needs.
10. Must maintain proficiency in the use of MS Word, Excel and Outlook.
11. Supports Lead Contract Administrator(s), Contract Administrator(s), Buyers, and other personnel as necessary to maintain operations during periods of staff shortages.
12. Assures that Purchase Orders are issued within timeframes as established in the quality assurance program.
13. Travels among assigned facilities to provide needed support.
PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Occasionally lifts up to 15lbs.
2. Sits for prolonged periods.
WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Travels among assigned facilities.
2. Standard office environment.
SKILLS AND ABILITIES:
1. Excellent communication and interpersonal skills. Ability to work effectively with staff at all levels across facilities and vendor representatives across a variety of organizations.
2. Excellent analytical skills and the ability to develop supply chain financial analyses.
3. Working knowledge of Enterprise Resource Planning (ERP) Systems in the healthcare environment (Lawson preferred).
4. Working knowledge base in sourcing, contracting, and general purchasing practices.
Additional Job Description:
Scheduled Weekly Hours:
40Shift:
Day (United States of America)Exempt/Non-Exempt:
United States of America (Exempt)Company:
SYSTEM West Virginia University Health SystemCost Center:
644 AHS GPO ServicesAddress:
1001 Horizon Vue DriveCanonsburgPennsylvaniaEqual Opportunity Employer
West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.