Inventory Specialist

Job Title

Renowned as the academic flagship of the University of Maryland Medical System, our Magnet-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care. Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing. Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won't find a more vibrant place to work!

Job Description

Under direct supervision of the assigned supply manager, assists with the management of inventoried assets. This function entails both the physical handling of the items and the utilization of automated systems employed for the maintenance of corporate assets. Works in all areas of supply distribution including but not limited to general operating room case cart building, customer service, receipt verification, put-away, data entry, replenishment, and par level review. Oversees the daily activity related to Asset Inventories in conjunction with management ensuring the efficiency and maintaining an accurate inventory value and count at all times. Fulfillment of the job duties requires the employee to have access to medication storage areas.

Shift: As needed between 4:00am - 12:30pm

Responsibilities and Tasks

• Ensures an adequate inventory of managed assets as necessary to meet customer needs. Performs physical assessment of replenishment requirements, calculates and prepares order for re-supply.
• Utilizes automated and/or other communication systems to communicate replenishment requirements to suppliers. Monitors systems as necessary to ensure accurate and timely receipt of order by selected supplier. Promptly notifies Manager or Supervisor of any problem relative to required replenishment order.
• Participate in the following activities, using working knowledge of products and automated systems:
• Routinely reviews on-hand balances to adjust PAR level or reorder quantities based on utilization patterns and reports findings to Supervisor.
• Prepares/completes reports as required to communicate and address asset shortages.
• Participates in cyclical, quarterly or annual physical inventory counts and assists with the entry of data into automated systems.
• Assists in maintaining order and cleanness in all managed asset locations by participating in the development/adjustment and cleaning of rack units, re-allocation of space, rotation of stock, and the redesign of storage shelves or bins.
• Assists with the physical receipts of assets into the storage locations and ensures proper placement into assigned space.
• Checks asset locations for outdated or recalled material and removes from shelves. Coordinates removal with Manager/Supervisor to ensure proper accounting and crediting of removed assets.
• Access medication rooms containing secure medication cabinets for the purposes of inventory and stocking supplies.
• Dispenses assets from storage to authorized end-users. Performs actions as required to minimize unauthorized dispensing or loss.
• Maintains departmental records. Ensures all back-up data is accumulated for future use. Records, updates, and places in file/log, all information relative to the ordering activities.
• Responds to telephone requests and provides assistance to user departments related to available stock or projected delivery dates.
• Develops open communications with customers and provides resources to convey stock outages, backorders and special requests. Communicates with Manager/Supervisor all issues related to asset availability, problems with vendors, and in general, all major activities.
• Reviews asset ordering documents and supplier invoices. Works to match to eliminate discrepancies. Assists Accounts Payable and supplier in the resolution of invoice problems. Enters corrected data into automated systems as appropriate and as directed by Manager/Supervisor.
• Prepares slips and other financial documents as necessary to account for asset issues and facilitate institutional financial reimbursement.
• Ensures Nursing supply locations are neat, clean and professional in appearance. Communicates infractions with Manager/Supervisor.
• Facilitates the transport and storage of sterile supplies, intravenous and irrigation fluids within the perioperative environment.
• Train new staff to the inventory specialist role and ensure expectations are clear and understood by new employee. Communicate progress to department lead specialist, supervisor and manager.

Work Experience

Education and Experience:

• High School Diploma or equivalent (GED) is required.
• One year of work experience performing medical order entry and/or exposure to medical products preferred.

Knowledge, Skills and Abilities

• Effective and positive interpersonal and customer service skills.
• Demonstrated ability to read, write, and speak English. Ability to follow written and verbal instructions accurately.
• Demonstrated ability to perform mathematical operations of addition, subtraction, multiplication and division for counting items, process supply requests, and record keeping.
• Ability to operate automated systems and understands basic computer applications such as Excel, Word & PowerPoint and navigates software applications to the extent that errors are extremely infrequent.
• Displays outstanding customer service and positive interpersonal skills.