Supply Supervisor

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

JOB INFORMATION

Effective Date:

5/1/2022

Entity:

Wisconsin

Job Code:

422001

Job Title:

Supply Supervisor

FLSA Exemption Status:

Exempt

Management Level:

Supervisor/Program Manager

JOB SUMMARY

This position supervises a team utilizing the Materials Management Information System (MMIS) and bar code technology to perform a wide array of materials management activities throughout UW Health. Clinical areas supported include Surgical Services, Emergency Department, Cardiac Catheterization/EP Lab, Interventional Radiology, PICU, NICU, Inpatient Nursing, and other assigned customers.  This position requires a high level of service orientation and effective communication with many major clinical areas.  Activities by this person have a considerable impact upon direct patient care and those that provide that care in this Level I Trauma Center, Burn Center, Organ Transplant Center, etc.

The incumbent leads a team that electronically and physically receives, delivers, stores, and distributes medical/surgical supplies, patient care equipment, linen, and mail/packages. Supervises team that also fulfills customer requests for medical/surgical supplies and equipment from inventory and maintains customer supply storage locations, monitors customer needs, and fulfills those needs.  Ensures all members of team follow policies and procedures to ensure safe storage and handling with accurate record keeping.  Continuous emphasis is placed on exact, error-free transactions.  The work performed is physically demanding (walking, lifting, pushing, pulling, standing, etc.). 

This position schedules, plans, assigns, and guides the activities of those on his or her team.  The incumbent must have general knowledge of the various responsibilities of each member of the team.  Expertise by the incumbent is required to anticipate customer needs by using historical and current knowledge of clinical activities.  This position leads his/her team's actions regarding customer requests and ensures quick and accurate responses.  The incumbent is expected to design and implement new procedures for inventory control and customer needs satisfaction required by changing conditions.  This position must ensure the accuracy and completion of fiscal transactions and financial performance relating to budgets and general asset management.

ESSENTIAL DUTIES

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Leads the team that:
o Place all incoming medical/surgical supplies into the correct central inventory storage locations.
o Fulfill online customer orders for medical/surgical supplies, patient care equipment, and linen.
o Create customer orders by physically bar code scanning customer storage locations and evaluating the need for each medical/surgical item. Fulfill these orders by uploading this information to the Materials Management Information System (MMIS) and physically delivering the items.
o Work collaboratively with customers to establish restocking and delivery routines to maximize efficiencies and minimize expense.
o Ensure all customer supply storage areas are orderly, clean, and free of expired or obsolete items.
o Physically and electronically receive all incoming packages on the receiving dock and facilitate delivery throughout UW Health.
o Sort all incoming United States Postal Service and interdepartmental mail/packages in the mail room and facilitate delivery throughout UW Health.

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Interview, select, and coordinate training for all new staff members hired in supervised areas.

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Prepare team schedules and redirect staff as necessary. Responsible to ensure adequate staffing levels are maintained in all service areas to meet the demands of customers.

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Ensure the complete and proper training of all new team members.

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Provide daily leadership to his/her team for frequent situations occurring outside of routine practices. These include supplier backorders, substitute items, item availability concerns, etc.

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Ensure all team members are continuously up-to-date regarding educational and employment specific requirements.

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Maintain employee time keeping, attendance, and performance records. Work collaboratively with Human Resources to address concerns with employees as situations arise and when counselling or discipline is warranted.

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Evaluate employee performance as required by UW Health policy for all staff members in supervised areas.

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Work collaboratively with Nurse Managers and other department leaders throughout the UW Health network to establish delivery routines and maintain control of supply and equipment levels to maximize efficiencies and minimize cost at the user levels.

•

Work collaboratively with Supply Chain and Inventory Control personnel to ensure established supply inventory levels are maintained at all user level locations. Emergency procurement of supplies and equipment, along with redistribution of on hand inventories, is sometimes necessary to meet the needs of our customers.

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

High School Diploma

or equivalent

Required

Bachelor's Degree

Preferred

2 years

of progressively responsible work experience in a customer service-oriented and/or materials management position in a healthcare environment

Required

2 years

of progressively responsible materials management supervisor experience in a healthcare environment

Preferred

Certified Materials & Resource Professional (CMRP) certification

Preferred

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

•

Work collaboratively and communicate effectively (written and orally) with a wide variety of individuals including hospital staff, nurses, physicians, patients, and their families.

•

Must possess excellent interpersonal, conflict resolution, and problem-solving skills while working in a fast-paced environment.

•

Endure high level of physical activity (walk, lift, push, pull, stand, etc.) frequently throughout work shift.

•

Work independently and utilize efficient time management skills.

•

Strong computer skills including word processing, email, calendar, spreadsheets, department specific software, and UW Health management-specific applications.

•

Project a positive image of UW Health and the services offered.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☐

Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☒

Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

☐

Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

☐

Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

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.

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.