Manager Logistics II

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Responsible for the management, operation, fiscal control, strategic planning, training, staffing development and support, disciplinary review, department policy review and approval, for the department of Material Services and Stores. Ensures the proper functioning of the hospital med surg supply inventory and all associated storerooms and par locations. Coordinates distribution of supplies, and materials administrative functions. Monitors all warehouse services and systems.

EEO/AA/Disability/Veteran

1. Provides management and supervision of employees and activities
- Develops staff (in particular, departmental leaders) through on-going, on-the-job training, IFE programs, and regular department meetings.
- Develops employee performance plans and subsequent appraisals and ensure disciplinary action is handled according to policies and procedures.
- Maintains a proper level of staff by preparing all documentation and system maintenance for HR and responsible for sharing in the selection and replacement of new employees.
- Counsels staff as necessary to maintain or improve performance.

- Conducts performance evaluations on assigned staff.

- Documents significant activities as they occur within the department.
- Establishes guidelines or targets for departmental operations, performance and evaluation.
- Promotes, transfers, conducts disciplinary actions and terminations in support of staff operations

- Maintains the Med Surg inventory for the hospital in support of patient care operations
2. Responsible for all off shift Materials operations. Tracks performance, customer service and quality improvement operations for assigned areas.
- Ensures all staff our maintaining and excelling at customer service at all times in striving for excellence in patient care.
- Monitors customer service through frequent customer rounding, customer service surveys, voice of the customer meetings and data form various systems. Takes action as appropriate.

- Works in a collegial manner with all hospital departments while striving to improve the staff, customer and patient experience.
- Maintains ongoing communications to establish good customer relations with co -workers, fellow employees, vendors and visitors. Interacts with customers to assure that their needs are met.
3. Monitors and oversees the delivery of critical department services by ensuring adequate supplies of equipment are maintained to meet patient flow requirements. Oversees equipment acquisition, inventory and recovery. Serves as a primary advisor to senior leadership on equipment distribution issues.
- Monitors the distribution, recovery and storage of equipment delineated in the materials service level agreement (SLA).

- Supervises the receipt control and distribution of supplies and equipment utilized daily during the assigned shift by the Materials Services department.
- Monitors the specimen tube system to ensure the timely movement of patient specimens.

- Notifies appropriate departments when Tube system is down, backs up the tube system with manual rounds as necessary.
- Develops plans and implements divisional and hospital business goals for the onsite inventories.
- Manages the creation, distribution, expiration tracking and ordering for all code cart and intubation kits.

4. Conducts clutter mitigation operations to ensure the facility maintains its regulatory -mandated environment of care. Ensures all materials areas are operating in accordance with regulatory standards for workplace safety. (OSHA, DPH, JCAHO, CMS etc).
- Approves acquisition of equipment through use of Lawson Workflow in order to ensure standardization of equipment formulary is maintained within budget.
- Coordinates the delivery, prep, storage and deployment of equipment with appropriate parties (e.g. for bulk delivery of beds would include vendors, materials dept, nursing units).
- Ensures adequate inventory of equipment is maintained at all times through the use of inventory systems, asset tracking systems, rounding, and adherence to SLAs (Service Level Agreements.

- As directed, participates in various clinical evaluation committees and other groups to attain supply chain reduction targets.
- Maintains CTDPH, JCAHO and other regulatory standards in all responsible areas.

5. Administers all department policies and procedures. Assures compliance with policies and procedures. Works to assure consistency of policy administration within the department and in conjunction of the department of Human Resources. Manages the performance review program as it pertains to staff. Reviews completed on time and per standard
- Provides specimen rounds and back up lab transport when the tube system s down. Participates in planning teams in support of specimen transport improvements.
6. Utilizes Hospital Materials and HR system, (currently Lawson) to process requisitions and workflow for Materials, Finance and HR operations.
- Utilizes the Service Response Centers SRSII system to evaluate and report department service level agreement performance.
- Performs superuser duties on systems related to asset tracking, cameras, RFID, (radio frequency ID) or other systems to track locations of various equipment and other assets.
- Continually strives to increase own knowledge and remain abreast of various technologies within his or her career field.
- Completes projects, sets budgetary and operational goals and targets, meets goals and targets on an annual basis.
7. Serves as a lead advisor to Senior leadership on matters of equipment use, equipment budget and other trends in clinical operations which effects equipment utilization and usage . 7.1 Reports changes to equipment budget information at operations meetings.
- Reports and updates departmental dashboards as required.
- Participates with projects with materials and clinical staff to identify and effect changes to equipment standardization and utilization issues.
- Participates a member of EPS (Equipment Products and Standards) committee.
- As directed, participates as a member of CECs (Clinical Evaluation Committees).
8. Continuously strives for improvement in the quality and scope of services provided by Logistics and Materials Management
- Maintains and analyzes workload and process improvement statistics.
- Recognizes new trends in practice and systems and works with various departments, (customer and support) to implement process improvement.
- Assures that all record keeping is accurate and properly maintained to track purchases, pricing, etc., and to resolve problems and enhance accountability of staff. 8. 4 Responsible for the consistency of scheduled and non-scheduled services and performance standards performed by and established for departmental staff. 9. Manages Mail operations: Manages Mail delivery staff to ensure incoming and outgoing mail is flowing.

9. Works with mail vendor and USPS to ensure services are being performed in a timely and cost-effective manner.
- Responsible for mail delivery services.
- Ensures Mail staff perform all duties IAW Mail policies. 9.3 Serves as Hospital mail subject matter advisor to Director of Materials by representing the facility for all mail related customer service and business plan activities.
- Ensures Hospital postage account is accurate and funded.
- Research trends and issues with Mail delivery services, makes recommendations and takes action as needed.
10. Other duties as directed by Director of Materials.
- Establishes policies and procedures in accordance with departmental guidelines.
- Assures compliance with Hospital enhanced business practice procedures, internal audit polices , federal, state and other regulatory standards, laws, practices and applicable codes of ethics.
- Maintains confidentiality of all contract pricing and terms as well as individual computer related security codes (password, I.D., etc.) and HIPPA regulations. 11.4 Serves as Site leader in the absence of the Site Manager
- Serves as administrator for the PAREX system
- Manages the unit Materials function and staff which ensures par levels on patient care units are maintained, ordered and verifies that proper reimbursement is occurring.

EDUCATION (number of years and type required to perform the position duties):
High school diploma or GED is required; bachelor's degree in business administration or related management discipline is preferred.

EXPERIENCE (number of years and type required to meet an acceptable level of performance):
Five (5) to eight (8) years of progressively responsible experience in supply chain distribution, material handling and mail distribution programs in healthcare facilities.

SPECIAL SKILLS:
Demonstrated leadership abilities. Ability to work well with many disparate departments. Ability to learn Materials Management equipment System quickly. Intermediate level end user skills utilizing Microsoft suite of applications (Word, Excel, PowerPoint) as well as a demonstrated ability to learn and utilize web-based data management applications. Ability supervisor multiple YNHH campuses Receiving staff effectively. Demonstrates a high degree of supervisory skills and ability.

ACCOUNTABILITY (how this position is held accountable for such as goals achievement, budget adherence, or other areas of accountability):
The Manager is charged with overseeing the hospital 's Med Surg inventories and additionally for managing the JIT and back up inventories for all hospital departments. Maintains the Med Surg inventory for the hospital in support of patient care operations. Serves as Lawson Inventory Control Coordinator for the Storeroom Develops plans and implements divisional business goals and objectives for the Stores department. Develops plans and implements divisional and hospital business goals for the onsite inventories. Maintains CTDPH, JCAHO and other regulatory standards in all responsible YNHH areas. Administers all department policies and procedures. Assures compliance with policies and procedures. Works to assure consistency of policy administration within the department and in conjunction of the department of Human Resources. Manages the YNHH performance review program as it pertains to YNHH staff. Reviews completed on time and per YNHH standard. Completes projects, sets budgetary and operational goals and targets, meets goals and targets on an annual basis. Responsible for controlling the YNHH inventory ensuring proper inventory control measures are in place to maintain the asset.

COMPLEXITY (describe planning, problem solving, decision making, creative activity, or other special factors inherent in the responsibilities of this position):
In personal and job-related decisions and actions, consistently demonstrates the values of integrity (doing the right thing), patient-centered (putting patients and families first), respect (valuing all people and embracing all differences), accountability (being responsible and taking action), and compassion (being empathetic). Ability to function in a fast-paced healthcare setting with clinical staff, administration, other Health System Procurement and Materials Management personnel as well as vendors. Ability to function with multi -disciplinary teams within the YNHH environment as well as within the Yale New Haven Health System. Excellent interpersonal and communication skills.
Regularly meets with hospital managers to change, add, evaluate, or correct services levels. Reviews and reports hospital department charges for mail, medical gases and medical supplies with and for hospital managers. Coordinates supply distribution activities with vendors. Consistently exercises independent judgment.

SPECIAL WORKING CONDITIONS AND PHYSICAL DEMAND:
Scope of Supervision: # Supervised Directly 15 and # Supervised Indirectly TBD. Ability to move throughout an ever-expanding campus, primarily on foot. Ability to lift boxes and equipment <40lbs. Ability to move wheeled carts and equipment as necessary.