Procurement Analyst

Job Description

Job Responsibilities:

The incumbent is responsible for procuring equipment, supplies, and services for the Health System. This includes purchasing both medical and non-medical capital equipment, supplies, and services. Typical work assignments involve developing Requests for Quotations/Proposals, staffing/master agreements, scopes of work, cost analyses, contract negotiations, and sourcing expertise in multiple commodity or market areas, including IT products and services. Additionally, the role involves building vendor and stakeholder partnerships.

Responsibilities often include administering and coordinating short-term projects and programs, which are frequently complex. The incumbent performs related analytical and highly technical tasks, as well as special program/project duties as needed. Major goals include identifying cost-saving opportunities and minimizing risk (potential litigation) in procurement and contracting functions. This candidate must be highly skilled in using various analytical tools and works independently and proactively, making decisions under the general direction of the buyer supervisor. Performance is measured by meeting specific goals and objectives.

Duties:

Procurement:

Analyze departmental requisitions, quotes, invoices, and purchase orders to ensure appropriateness, detailed specifications, compliance with departmental, hospital and suitability of terms and conditions to determine the best purchasing method.

Negotiate purchase orders, contracts, and service agreements

Generate and issue purchase orders for operational and capital materials, supplies, and services, including medical products, supplies, materials, services, and equipment. This involves verifying prices and obtaining quotes from vendors to achieve the best cost/quality balance.

Collaborate closely with individual departments to ensure requisitions are appropriate and deliverables are timely.

Create, review, and amend master purchase, staffing, and service agreements as needed, in accordance with BUS-43 policy.

Review the validity of sole source documents before making final award recommendations, in line with University policy and departmental procedures.

Solicit prices through various means, including telephone, facsimile, mail, in person, or other appropriate methods.

Approve and release or submit for supervisory/management approval in accordance with delegated authority.

Follow up on procurement assignments, maintaining status updates for those in process and those completed. Take or recommend corrective actions as needed to address issues identified. Report problem areas to management as appropriate.

Ensure compliance requirements for suppliers, including HIPAA Business Associate Addendum, Data Security, Certificate of Insurance, etc.

Validate all supporting documents for suppliers before issuing service contracts and/or purchase orders. Prepare electronic purchase orders, contracts, and associated documents, and review final documents for compliance, accuracy, and completeness.

Demonstrate knowledge of the marketplace and commodities, and develop alternative resources for assigned commodities.

Obtain departmental approval of specifications and maintain procurement specifications for goods and services related to assigned commodities.

Exercise judgment to protect the university's interests.

Follow up on purchase orders, including issuing change orders, managing deliveries, and reconciling accounts payable as needed.

Ensure timely processing of all assigned purchase requisitions.

Ensure timely processing of open buyer messages.

Provide comprehensive liaison services between Health System departments and vendors. Take independent action to assist requesters or resolve problems within the scope of authority, or refer issues to the appropriate purchasing staff.

Contruction management:

Review and analyze group purchasing, system-wide, and local agreements to determine the feasibility of accessing these agreements.

Collaborate with relevant departments and staff through the strategic sourcing process to implement purchase agreements.

Lead efforts to ensure contracted prices are consistent between supplier data and health system data files, and within the terms and conditions of the contract.

Maintain a process that allows health system departments to easily access and obtain contract information.

Utilize available software applications and services to review contract compliance, identify cost-saving opportunities, and perform cost and contract analysis.

Compare vendor/contract prices to invoice prices using available reports, computerized systems, and other resources.

Work with Purchasing and Finance staff, as well as vendors, to resolve any pricing discrepancies.

Ensure appropriate credits and/or re-bills are issued and received by working with Finance and vendors.

Collaborate with Purchasing staff to ensure the MMIS reflects correct vendor/contract prices.

Maintain control over vendor performance and act as a liaison to address problems, ensuring contract performance, completion, and compliance.

Submit a monthly cost-saving/cost avoidance report for buyers. This report must be completed by the fifth day of each month, detailing and categorizing the savings.

Others:

Act as a liaison between administration, Supply Chain Management, departments, and staff to ensure cost-effective utilization of UCDHS products, including marketing, advertising, medical/surgical, and capital equipment. Coordinate product-related value analysis projects between administration and departmental staff.

Assist with various purchasing functions and projects as assigned by the Director or designee.

Adhere to all customer service standards.

Provide backup support to all buyers and purchasing staff as needed.

Collect data and statistics to respond to inquiries from the Office of the President. Recommend additional products and/or services for consideration in system-wide or GPO contracts.

Provide information and complete product utilization surveys and vendor source recommendation documents for planned purchasing and other BPO agreements as required.

Generate reports as requested by the Director or designee. Seek guidance from the Director or designee on matters outside the scope of this position.

Receive and perform delegated assignments. Attend staff meetings, training classes, and participate in assigned committees to address specific procurement and cost-saving business opportunities.

Perform other functions related to job duties as requested by the buyer supervisor/manager.

Inform the Director or designee of all pertinent issues and make recommendations that would benefit the organization.

Exhibit willingness to assist all departments, being responsive and aware of their requirements.

Proactively visit departments regularly to build rapport, understand their needs, and offer assistance.

Train department staff in established policies and procedures, purchasing processes, and using the Eclipsys Materiel Management System for order processing.

Serve on various committees and work groups as assigned.

Demonstrate the organization's values: respect, honesty, integrity, compassion, fairness, innovation, and stewardship of resources.

Show commitment to serving the customer.

Communicate effectively with customers.

Create a welcoming environment for patients, families, and other interdisciplinary team members.

Must haves:

Bachelor's Degree or Associates Degree

4-5 years of experience

Bid Experience

Buyer Experience

PO experience

Assessing Quotes

Operational Side Experience

Microsoft Office proficiency, mainly excel

Plusses:

- HealthCare

- HVAC, Contruction, Facilities, etc

- HIPPAA Knowledge

- Infor Lawson

- Prize Benchmarking (Eckry)Company Description

We focus on building genuine relationships and making a meaningful impact. Here's a quick summary of what we do:

Empowerment Through Opportunity: We help people find jobs that match their skills and aspirations, providing opportunities for personal and professional growth.

Comprehensive Services: We offer temporary-to-permanent hiring, cultural consulting, program management, and skill development programs, including one-on-one mentorship and classroom training1.

Values-Driven: Our core values include caring for others, high character, hard work, and leadership that serves. We believe everyone matters and strive to take care of our employees, clients, and candidates1.

Community Impact: We are committed to making a positive impact on our communities and the planet, tackling issues like equity, healthcare access, and climate change.

Working with Insight Global means being part of a company that values people, fosters growth, and strives to make a difference.

Please send updated resume, 2 references for consideration!

Full-time