Job Facility: University of Maryland Medical System
Employment Type: Full Time
What You Will Do:
TheUniversityof Maryland Medical System (UMMS)is a 14-hospital system with academic, community and specialty medical services reaching every part of Maryland and beyond. UMMS is a national and regional referral center for trauma, cancer care, Neurocare, cardiac care, women's and children's health and physical rehabilitation. UMMS is the fourth largest private employer in the Baltimore metropolitan area and one of the top 20 employers in the state of Maryland. No organization will give you the support, or the opportunities for professional growth that you’ll enjoy as a member of our team. UMMS is currently seeking a Contract Specialistfor our Baltimore location.
High School Diploma or equivalent (GED) and 3 years professional purchasing experience performing buying activities, or equivalent and experience which includes use of a computerized purchasing system is REQUIRED***
Under limited supervision, drive major purchase projects or cost savings initiatives for medical and non-medical supplies, equipment and services. Work with multi-disciplinary teams as the procurement leader, team facilitator and a team participant under complex circumstances. Support the Medical Center’s annual Goals & Objectives while working directly with UMMS Corporate Contract Administrative on corporate initiatives.
Principal Responsibilities and Tasks
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
1. Negotiates System agreements in accordance with UMMS and accepted purchasing practices and standards.
A. Researches and selects products according to quality, price, serviceability and standardization opportunities.
B. Sources new suppliers and determines their acceptability to provide products and services to support the needs of internal customers.
C. Conducts financial reviews, product analysis and specifications of potential suppliers to determine their solvency and ability to meet the procurement needs of the Medical System.
D. Independently contacts vendors to purchase materials, supplies and equipment, and resolve complex supply-related problems. Meets with sales representatives to evaluate product/service pricing, quality and dependability. Develops contingency plans to limit UMMS exposure/risk. Establishes and maintains positive and effective relationships with vendors and sales representatives.
E. Ensures the cost-effective and timely delivery of products and services; contacts vendors and hospital personnel to follow-up and assure that actions are completed as previously agreed upon. Communicates with Medical System staff to determine the quality, effectiveness and durability of purchased product performance and overall service.
F. Responsible for working on and assisting in achieving annual savings targets set by the medical center for purchasing.
G. Possesses knowledge of all aspects of buying, sound business and financial judgement, and strong working relationships with key personnel and vendors.
H. Mentors Buyers through cross training and sharing of information that will expand their knowledge and effectiveness.
2. Coordinates and develops complex proposal packages for review and analyze requests for: proposals, bids, information or quotations for UMMS products, services or equipment in accordance with standard purchasing practices, UMMS policy and procedures and The Joint Commission and HIPPA standards.
A. Negotiates and awards (product, service & equipment) contracts to vendors utilizing sound business practices: pricing, availability, delivery, clinical acceptability, final terms and conditions, and various other critical factors.
B. Works in conjunction with the requesting department of the products, service or equipment obtains approval of funds working with Sr. management, Finance and various committees such as Capital Management and Value Analysis Oversight.
C. Monitors contract utilization to ensure pricing is being accessed correctly.
D. Communicates often and effectively to all customers and key stakeholder.
E. Develops and implements pro-active short and long-term strategies and contingency plans for large and complex purchases/projects independently with limited management direction.
F. Working as part of a team, reviews customer prepared documents and specifications for comment and inclusion into the proposal process.
G. Coordinates all phases of the Request for Bid. Engages all key stakeholders and other appropriate clinical and administrative staff, as well as directs all vendor communication interactions during the bid process.
H. Compiles quarterly analysis to ensure contract compliance.
I. Identifies and facilitates opportunities for contract standardization, consolidation and cost savings/cost avoidance’s.
J. Negotiates, interprets and drafts contracts in accordance with agreed upon terms and conditions that meet the standards of sound business practices of the Medical System.
3. When appropriate, recommends changes in or additions to existing Purchasing policies and practices.
4. Serves on various committees (Capital Management & Value Analysis Oversight and Subcommittees) and numerous task forces throughout UMMS to ensure all decision are in compliance with Purchasing and Contracting requirements, policies and procedures.
5. Update Corporate Contract Administrator(s), administrative staff, clinical staff and other pertinent party with significant progress on corporate initiatives.
6. Promotes teamwork and professionalism, both inter and intra-departmentally.
As a University of Maryland Medical System (UMMS) employee, you will enjoy a comprehensive benefits program designed with you and your dependents in mind. Subject to any eligibility waiting period, all of the benefits are available to regular full-time employees and most benefits are available to regular part-time employees who are regularly scheduled to work twenty (20) or more hours per week. Many benefits are provided at no cost to employees. For others, the cost is shared between UMMS and employees.
What You Need to Be Successful:
High School Diploma or equivalent (GED) is required. Bachelor’s Degree or equivalent experience is preferred.
3 years professional purchasing experience performing buying activities, or equivalent, is required. Experience which includes use of a computerized purchasing system is required. Hospital purchasing experience preferred.
Experience purchasing in medical surgical, surgical services, purchase services, capital equipment, or pharmacy is preferred.
Active enrollment in, or certification from, the National Association of Purchasing Management as a Certified Purchasing Manager (C.P.M.) is preferred.
Knowledge, Skills and Abilities
Demonstrated knowledge of negotiation tactics and proficient negotiating and organizational skills are required in order to work with external vendors and minimize costs to the UMMS.
Knowledge of purchasing principles/practices (e.g. disclosure of proprietary information, conflict of interest), principles of inventory control, distribution, and general accounting in order to assist vendors in resolving billing issues. Familiarity with medical/surgical supplies and equipment is preferred.
Familiarity with the operation of computerized purchasing and inventory systems, spreadsheet and word-processing software programs are required.
Ability to direct, monitor, train and motivate the performance of clerical staff.
Effectiveness in problem-solving is required in order to resolve user department concerns/problems regarding vendors, product availability or quality, services, billing or various purchasing-related issues.
Highly effective interpersonal skills and professionalism are required in conducting negotiations, making presentations and working with diverse levels of management and clinical staff both inside and outside of the organization. Effective writing skills are required to draft contracts and prepare correspondence.