Purchasing Coordinator

POSITION SUMMARY:

Provides administrative support to the department director and others as assigned.  Functions as an integral member of the department, enhancing communication, teamwork and Unit operations. Participates in continuous quality improvement activities and educational experiences in support of departmental philosophy and objectives as well as Health System initiative. Participates in the contract review process, providing support and coordination functions.  In addition to hospital reporting systems, prepares and maintains all financial and operational reports needed by contractor in accordance with contractor policies and procedures.

EDUCATION/TRAINING:

At least two years college course work including accounting/bookkeeping exp. preferred.  At least three years of administrative or secretarial experience required.

LICENSURE/CERTIFICATION:

N/A

EXPERIENCE/SKILLS/ABILITIES:

Excellent verbal, written, organizational and critical decision-making skills required. Ability to organize multiple assignments and independent judgment. Good interpersonal skills and ability to deal with all levels within the organization and community under varied conditions. Strong math, typing (50-60wpm) and transcription skills required.  Extensive knowledge of a variety of computer applications including spreadsheets and graphic/presentation software required.

ESSENTIAL FUNCTIONS:

1. Performs diversified administrative financial, project and secretarial support for assigned areas including, maintaining schedule(s).

1. Types, transcribes and drafts a variety of correspondence, committee minutes, reports, policies and procedures importing and exporting data and utilizing complex word processing, database or spreadsheet/graphics.  Researches information for special projects collecting and compiling data from multiple sources, setting priorities and following up to complete task within established deadlines. 

1. Coordinates, schedules, makes necessary preparations for and attends as required a variety of events and meetings within or outside the Health System.

1. May function as department receptionist, greeting and directing visitors, scheduling appointments and answering phone calls.  Responds to general inquiries and clarifies company policy. Orders and maintains department supplies, validates charges and maintains related records within established budget parameters.

1. Works with end users and legal team to facilitate contract completion and execution.

1. Prepares contract and other documents and submits them to the vendor.

1. Oversees and manages the vendor management system, including vendor sign up, sign in, administration, and report functions.

1. Creates a check list for each contract, ensuring proper procedure is followed.

1. Establishes and maintains a variety of complete, accurate and timely records including payroll/ time and attendance information and confidential filing systems for assigned areas.

1. Oversees and maintains complete contract library using appropriate tools.

1. Provides prepared BAA to the vendor; working with contract originator to input proper information to fill out the BAA. Sends appropriate documents to the vendor, including NAA and Security Rider.

1. Communicates with Legal Counsel to see advisement or resolution to contract issues. Includes contract, BAA, price schedules and other issues. 

1. Works with Legal to maintain status report which is updated to the “Hub”.

1. Sorts, reads and distributes mail attaching relevant information for management review. Functions as a resource to all staff assisting with the operation of department equipment as needed.

1. Full member of the Contract Committee.