Purchasing Services/Capital Analyst, Supply Chain Management

Job Description

The Purchased Services & Capital Specialist serves as the central point of contact for all Purchased Services, Capital, & Master Campus Planning projects, RFQs, and RFPs. In addition to the basic purchasing functions of the Buyer position, the Purchased Services & Capital Specialist will be responsible for and primarily focus on the strategic development of relationships with vendors and customers, the benchmarking and negotiation of contracts, price agreements, and GPO agreements, and the category planning and project management of all assigned areas of focus.


Job Function: Purchases Materials, Supplies, Equipment, and Services - Receives and reviews purchase requisitions for completeness, contract compliance, and conformity to policy and procedure. Enters manual or hardcopy order requests into Lawson to create purchase orders. Expedite open orders, facilitates product substitutions on back ordered products and verify pricing against contractual agreements. Ensures all purchase orders are confirmed (pricing, UOM, availability, etc.); follows up with supplier if confirmation is not received by the beginning of next business day. Reviews non-file purchase requisition items to determine if ERP system item should be used. Moves orders to appropriate contracted suppliers when conversions to new products have been approved by the Regional Resource groups, local Product Conversion Committees, and department users to meet all compliance goals. Resolves quality issues; troubleshoots problems identified by departments and works with supplier to resolve. Act as a liaison between suppliers and internal stakeholders to resolve order related problems. Processes rush/overnight orders Responds to end user requests and confirmation of emergency orders. Arrange pick up or delivery of emergency products needed same day from local suppliers. Supports product return process by obtaining appropriate documentation from vendor. Investigate pricing and back order issues with customers and suppliers for resolution. Works with supplier and hospital departments to coordinate acceptance testing; reports to supplier and follows up on open issues until resolved and equipment is functioning according to specifications. Review, approve, or route invoice discrepancies (invoice cannot be matched to a PO. Work with Finance to ensure correct pricing is paid; correct information is loaded in the system; research to ensure the supplier is charging contract price. Job Function: Strategy Development Focus on strategic suppliers to drive on-going consolidation. Collaborate with operational stakeholders to develop supplier list. Develop mutual relationships with key suppliers and stakeholders. Engage with stakeholders to define business needs, support estimation efforts in advance of receiving authorization for expenditures, and agree on procurement strategies designed to meet project schedules and budget requirements. Work with Vizient to annually review equipment purchases with targeted Group Buys - look for ways to contract with suppliers across FY quarters or execute Master Service Agreements to take advantage of Group Buy opportunities. Collaborate with Site Finance and System Level Capital committee to strategize on consolidated purchase opportunities as well as strategic Master Service Agreement opportunities. Communicates with vendors regarding purchasing supplies, equipment and service contracts in accordance with customer policies and procedures in order to ensure accuracy of product, price and delivery terms. Works with supplier to understand and coordinate any site preparation required for equipment installation; to schedule delivery around any electrical, biomedical or other utility requirements for equipment installation. Coordinates processing of equipment repairs and obtain loaner equipment as needed or requested. Assists other departments on opportunities to improve product content and cross referencing. Monitor supplier performance by ensuring products and services are delivered according to contract terms. Maintain appropriate files to ensure suppliers are aware of their performance. Job Function: Benchmark and Negotiate Contracts and Pricing Use contracted benchmarking service to conduct analysis and market research on quote. Negotiate with supplier on cost and terms in order to achieve cost savings and reach 25% percentile targeting pricing or better. Engage with stakeholders to discuss any supplier problems and possible conversion opportunity for non-compliant suppliers. Review quotes against Vizient group buy schedule. Negotiate contract terms, pricing and cost controls such as warranty and service. Work with UC Health and stakeholders via Contract Workflow Management System to conduct contract review. Job Function: Category Planning & Project Management Maintaining databases manually and in conjunction with suppliers in order to provide reporting, metrics and tracking. Purchased Services Dashboard & Tracker. Capital Dashboard & Tracker, Routine & Strategic. Master Campus Planning Capital Dashboard & Tracker, Routine & Strategic. Work with site finance, and business managers to determine appropriateness and timing of purchase. Work with stakeholders to ensure vendors selected are contracted or approved UC Health vendors. Attend reviews with stakeholder teams to ensure projects are on track. Develop request for information, and request for proposals based on stakeholder business reviews - send to suppliers, coordinate receipt of responses, facilitate analysis of proposals, prepare presentation to stakeholder for award.