NI-Supply Coordinator

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

7/3/2026

Entity:

Illinois

Job Code:

NI-7262AC

Job Title:

NI-Supply Coordinator

FLSA Exemption Status:

Non-Exempt

JOB SUMMARY

This position is dedicated to ensuring that critical medical/surgical supplies are readily available to all clinicians practicing within the assigned area of responsibility. The incumbent is responsible for all activities regarding his/her assigned portion of complex perpetual and periodic medical/surgical supply inventories with highly significant values.  These include setting levels, requisitioning, verifying/expediting with suppliers, evaluating substitutions, expiration dating, accounting, etc.

The incumbent must have detailed knowledge of all areas of assigned responsibility.  Expertise by the incumbent is required to anticipate customer needs by using historical and current knowledge of clinical activities.  This position ensures quick and accurate responses to customer requests.  The incumbent is expected to suggest new procedures for inventory control and customer needs satisfaction required by changing conditions.  This position is a liaison between customers, numerous suppliers, Procurement Services, and customers.  Extensive knowledge of inventory control methods and information systems combined with a high degree of analytical skills is required.

ESSENTIAL DUTIES

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Utilize Enterprise Resource Planning (ERP) system, Electronic Data Interchange (EDI), and bar code scanning technology to create requisitions. Route requisitions direct to external suppliers/distributors.

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Manage perpetual and periodic inventory supply levels, reorder points, and safety stock.

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Build, schedule, and conduct periodic cycle counts of medical/surgical supplies within perpetual inventory. Resolve and investigate root causes for all discrepancies between electronic and physical counts.

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Research and promptly resolve purchase order, receiving, and invoice matching issues.

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Query ERP system to pull data necessary for making inventory decisions.

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Serve as the subject matter expert for clinicians regarding various critical medical/surgical supplies.

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Proactively communicate and advise clinical customers regarding supply changes and availability.

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Manage and execute inventory item conversions and new item additions.

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Review and report product recalls, identifying and sequestering affected product, managing inventory removal, and coordinating product return or exchange.

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Process and coordinate Returned Materials Authorizations (RMAs) for returned goods and surgical instrument repairs.

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Oversee high-dollar equipment rentals; connect with suppliers and customers; reconcile and approve invoices.

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Responsible for Materials Management’s involvement in key charge capture processes, documenting patient charges in medical record as applicable.

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Actively participate with cross-functional teams to continuously improve requisitioning/purchasing processes.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

No minimum education.

Required

High School Diploma or equivalent.

Preferred

One (1) year Inventory Control experience or relevant work in a healthcare environment.

Required

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Proven ability to work collaboratively and effectively with individuals under stress.

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Strong computer skills including word processing, email, calendar, data base, and department specific software.

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Strong analytical skills.

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Strong Interpersonal skills.

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Ability to work independently and as a team member.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

Standing

X

Walking

X

Climbing

X

Bending

X

Crouching

X

Pushing / Pulling

X

Carry

X

Fine Hand / Eye Coordination

X

Color Discrimination

X

Hearing Ability

X

Lifting / Lowering 1 -15 lbs.

X

15 - 30 lbs.

X

30 - 50 lbs.

X

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Concentration on Detail

X

Attention Span of 1 + Hours on a Task

X

Ability to Remember Multiple Tasks

X

Oral Communication

X

Written Communication

X

Exposure to Blood and Body Fluids

X

Exposure to Toxins, Cytotoxins, Poisons

X

Exposure to Extreme Heat, Cold, Temp Fluctuations

X

Exposure to Hazardous Chemicals

X

Exposure to Radiation

X

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.