Job Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

Job Description

The  Procurement Coordinator   reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

The Procurement Coordinator assumes a lead role in overseeing the successful procure to pay process for all auto-sourced, Bill Only Materials (BOM), and sometimes special order related to daily operational department orders. They are responsible for communication order statuses with requesting departments and individuals. Supporting backorder identification, communication, and substitute securement. Placing urgent/rush orders and ensuring delivery is made to the department’s expectation. Ensuring all orders placed with accurate pricing in alignment to NM’s ERP system and contractual agreements. Resolving errors that arise between the PO, product receipt, and invoice. Supports the return of products requested by end users. Interfacing directly with specific departments assigned to provide exceptional customer support throughout the procurement process.

Responsibilities:

Core Purchasing Functions:

• Manages and Monitors self in relation to meeting established SLAs and KPIs and resolve issues in a timely manner.
• Processes assigned Purchase Orders using the NM ERP, consistent with NM policies and procedures.
• Consistently follows Standard Work protocols and participates in efforts to streamline, develop opportunities, and improve work processes.
• Responds to questions from internal customers within one business day.
• Supports their team members by serving as coverage for colleagues who are out of the office.
• Actively engages in department/team meetings by contributing and sharing observations and perspectives.
• Communicates and educates end users regarding procurement policies, procedures, processes, back-orders and supports the sourcing of alternative products if necessary.
• Maintains good communication with Accounts Payable, Master Data, Suppliers, EDI transaction center, and Distribution and Logistics Teams to resolve PO errors and match exceptions.
• Demonstrates proficiency in the use of the PeopleSoft procurement module.
• Works in conjunction with the Data Team, PCA’s, Vendor Team, and Accounts Payable Team by helping with information to increase accuracy of data elements within the MMIS module of the ERP system and to resolve errors that occur throughout the P2P process.
• Provides Training and Support to internal Procurement colleagues and external end users as needed.
• Directs new vendor requests to the vendor portal for information and registration entry.
• Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contribution of others.
• Uses organizational and department resources efficiently and effectively.
• Presents a friendly, approachable professional demeanor and appearance.

Procurement Coordinator Duties:

• Acts as the point person for specific departments assigned for daily purchasing.
• Contributes as subject matter expert for basic purchasing and inventory management practices, including differences in distributor versus manufacturer roles
• Ensures Purchase Order accuracy and timeliness of product/service delivery.
• Prepares and places urgent/rush orders to ensure department and end users needs are met.
• Monitors daily reports to ensure automation processes are occurring without issue
• Takes lead as directed on “Manage Daily Improvement” huddles, Standard Work documentation, and process improvement initiatives.
• Processes special requisitions as needed or as requested
• Validates the use of correct Category Codes when issuing a Special Purchase Order

Returns

• Processes assigned return requests in accordance with established policies and procedures and responds with the appropriate level of urgency.
• Establishes and demonstrates proficiency with primary technologies utilized for return processing. (ServiceNow, PeopleSoft, and others as required)
• Analyzes and reports on unusual activity, emerging trends, supplier issues, or requestor concerns to their leadership and supports process improvements which would help to avoid further unnecessary return activities.
• Conducts training on return process to Supply Chain employees.
• Follows up to secure status of return requests and performs closing activities of returns within ticketing system and PeopleSoft.
• Records all pertinent actions and relative documentation (emails, vendor response forms, query results, etc.) in each return request to process a return.

Additional Responsibilities:

• Special projects and other responsibilities as directed by Procurement Services Leadership.
• Utilizes MS Office, i.e. Word, Excel, and PowerPoint
• Superior customer service skills
• Strong and proper communication skills and etiquette
• Well versed in PeopleSoft and EDI Transactions
• Knowledge of MMIS/ERP systems and Procure to Pay process
• Able to adhere and promote proper procedures

Qualifications

Required

• 1 Year of Healthcare Purchasing Experience

or

• 3 Years of Supply Chain Experience
• Excellent written and verbal communication and presentation skills
• Outstanding Customer Service Skills
• Superior critical thinking, organization, and priority management skills
• Skilled in the utilization of MS Office

Preferred

• Associate Degree
• 5 Years of Healthcare Supply Chain Experience
• Familiar with automated ERP, inventory management, and transaction software systems
• Experience with supplier management and relationship development

Additional Information

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Job Tags

Similar Jobs