Director of Materials Management

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:
SC VUH Central Supply Admin

Job Summary

The Vanderbilt Health Executive Search Team is conducting a national search for a Director of Materials Management. The Director of Materials Management will provide overall leadership for the Distribution Department by developing goals, objectives, policies and procedures; supervising, coordinating, and evaluating the activities; preparing operating and capital expenditure budgets; and performing personnel administration functions.

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Shift: First Shift; Days

Role Accountabilities :

• Develop goals and objectives for the department based on interpretation of institutional policy and goals.

• Plan to achieve departmental goals or establish priorities based on institutional goals and objectives.

• Help department understand, share and support the vision of the institutional and departmental goals.

• Initiate changes in or develop new policies, procedures and/or methods based on changes in departmental or institutional goals and objectives.

• Analyze long-range impact of institutional goals or departmental decisions and plans on day to day operations.

• Ensure the most effective operations of the department through program development, process improvement and coordination/integration of processes with other departments.

• Design, implement, evaluate and market programs to maximize clinical outcomes, functional status, patient/customer satisfaction and reimbursement.

• Standardize services, processes, resources, and practice to improve efficiency.

• Supervision to include responsibility for planning, coordinating, and controlling the work and procedures; provide advice/consultation to staff regarding problems.

• Adjust work schedules or project priorities to meet emergencies or changing conditions.

• Participate on departmental and/or interdepartmental committees to address problems and facilitate information exchange about programs, problems, etc. Provide information to others (oral or written) to explain/clarify problems, issues or requests.

• Participate in periodic management meetings to keep top management informed of department problems and concerns.

• Analyze and evaluate ongoing department programs to identify areas where adjustments/improvements are needed.

• Develop staffing plans to ensure developmental objectives are being met.

• Develops reporting mechanisms for receiving and supply areas. Reviews all central supply and receiving areas.

• Coordinates daily activities and communication between all central supply and receiving areas.

• Ensures timely, accurate and safe delivery of product to all areas of VUMC; develops appropriate distribution process in all areas of VUMC to optimize efficiency and customer satisfaction.

• Create and exceed service standards utilizing key service dimension and from knowledge of patient/customer expectations and best practice.

• Establish service standards for the department and determine if service standards are compatible with financial targets.

• Ensure that the service standards are met or exceeded by utilizing customer satisfaction, best practices and market information to improve customer service and satisfaction.

• Define and achieve financial targets in support of business goals of the institution.

• Prepare an annual operating budget for a unit or department, including direct labor, material and supplies, services, equipment maintenance and replacement.

• Present and justify a proposed budget (operating and capital expenditure) to a management review committee.

• Evaluate organizational functions and structures to best determine the allocation and utilization of resources.

• Analyze and evaluate budget variance to determine cause.

• Prepare justification or develop alternatives for cost containment/reduction.

• Project future budgets based upon analysis of current operations.

• Establishes and monitors [financial] goals and objectives, including critical success factors, [capital] and operating budget.

• Ability to develop and implement business plans and generate capital project ROI's.

• Interacts with Finance, ESS, Purchasing and other Key stakeholders to maintain and communicate accurate charge and expense information.

• Monitors monthly budget reports to ensure consistency of behavior and institutional focus.

• Works with team members during product conversions to ensure smooth transition.

• Coordinates vendor returns/credits, invoice discrepancy resolution for vendors.

• Create an organizational culture (both within and across departments) that provides a safe, satisfying and enriching environment for employees and provides a qualified, competent staff to meet patient needs.

• Provide leadership to promulgate the mission and the values of the institution to the department.

• Model behavior consistent with the mission, vision, and values of the enterprise through leading, coordinating projects, innovation, initiating improvement, and developing new programs.

• Demonstrate a leadership style that is facilitative and collaborative.

• Communicate within and across departments to maximize effectiveness, efficiently and information sharing.

• Ensures all Human Resource and VUMC policies and procedures are followed according to standards.

• Define the qualifications and performance expectations for all staff positions through the Performance Development system, including department specific job descriptions, and measurable performance standards.

• Create an environment that encourages and supports self-development and learning for all staff through regular feedback, by assuring the development of staff through orientation, training programs, work experiences and assessing competencies by meeting the performance expectations stated in his or her job description in a timely manner (normally annually).

• Develops and monitors coaching plan for manager and supervisors.

• Services as the customer service representative for central supply and receiving and a focal point for retrieval of supplies due to product recall/failures.

• Identify, establish and evaluate quality assurance standards, programs, and procedures within department.

• Establish and evaluate standards of performance to ensure safe, effective, and efficient operation of the department.

• Ensure that standards are met within area of responsibility to assure clinical enterprise accreditation/licensure.

• Adhere to the rules and regulations for the transportation of goods in accordance with the Department of Transportation, state licensure, and other governing agencies.

• Responsible for establishing and maintaining Quality Assurance and CQI programs and reporting mechanisms.

• Is responsible for the management and optimization of par locations and levels and emergency supply carts.

• Responsible for the conduct and coordination of physical inventories at all supply locations.

• Responsible for monitoring charge management process and discrepancy resolution.

• Responsible for establishing and monitoring quality control audits of automated delivery systems and any necessary discrepancy resolution.

Qualifications – External

• Bachelor’s Degree and 7 years of experience

Preferred Qualifications

• 7-10 years of progressive experience in log