Job DescriptionUnion: Non-union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: Toronto General Hospital/Toronto Western Hospital
Department: Medical Device Reprocessing
Reports to: Manager
Hours: 37.5 hours per week
Wage Range: $68,932 - $103,409 per annum
Shifts: Status: Permanent Full-Time
Closing Date: August 28, 2026
Position SummaryThe MDRD Instrument Coordinator is responsible for storage, organization, cataloging, ordering/purchasing of instrumentation used to deliver patient care (surgical or clinical) across the MDRD sites. This individual is also responsible for the facilitation of repairs of those instruments in conjunction with Medical Engineering, ensuring transparency for all involved around trays out of service. In addition, the MDRD Instrument Coordinator will be intricately involved in yearly capital orders and taking possession of those instruments upon arrival to UHN.
The Instrument Coordinator must be able to resolve broad problems related to instruments. Participates in daily huddles and weekly meetings to discuss instrument shortages and impacts with larger group stakeholders such as Medical Engineering, and other clinical teams.
Duties- Coordinate instrumentation needed for the following day with the OR schedule. This includes capturing all of the booked and add-on procedures.
- Responsible for completion and accuracy of new instrument sets,
- Assist OR PCC's and MDRD Leadership with instrumentation projects, building instrument trays, documenting manufacturer recommendations, and getting new trays into circulation
- Maintain a well-organized instrument storage area, controlling and minimizing peel-pouched instrumentation by managing the acquisition of ridged containers.
- Order and maintain inventory of common instrumentation that MDRD has budget for (OR and Floor grade) ordering, tracking, and receiving of surgical instruments/supplies physical set building, vendor/OR coordinating around instrument replacement, broken instruments backup inventory maintenance and cataloging maintaining an adequate level of instruments necessary for the efficient functioning of customer departments.
- Coordinates, monitors, and controls instrument inventory for assigned area. Serves as a resource and liaison for staff, physicians, surgeons and vendors regarding purchasing, materials management and troubleshooting inventory problems.
- Reviews storage shelving on a quarterly basis for outdates greater than 1 year and communicates ongoing necessity of instruments with end user.
- Ensure timely ordering and/or replacement of needed, used, damaged, or obsolete items.
- Participates in physical bi-annual inventory counts & validate with quotas in instrument tracking system.
- Organizing instrumentation sterile storage locations.
- Work and coordinate with Capital Planning Group for materials and capital purchasing of instruments, rigid trays, etc. Determine appropriate container size for instrument containers, assesses needs for custom made instrument carriers, weigh and assemble instrument sets according to AAMI standards.
- Assessment and evaluation of instrument tray packaging and weight, determine appropriate size of new instrument containers.
- Maintains the inventory status of and provides for ongoing monitoring of, supplies, materials, instruments to acquisition and replacement of new instruments and damaged or missing instruments. Prepare instrument refurbishing schedules (e.g Scissor Sharpening, etc.) Account for instrumentation released and received for refurbishing. Pull and document surgical trays for sharping and repair. Facilitate the organization of these items in MDRD for Medical Engineering. Repair of scopes and power equipment, etc. Modify instrumentation per user's request jointly with the MDRD Leadership team.
- Meet with Program Mangers, PCC's, Surgeons and physicians to create surgical trays. Research, receive quotes and order instrumentation. Communicates daily with the Operating Room, Medical Engineering and other client groups as required. Meet daily with the MDRD to assure concise communication.
- Act as liaison between Surgical Services, Clinics and the Medical Device Reprocessing Department, communicating clearly around instrumentation projects i.e. capital orders.
- Participate in the daily schedule review and anticipate instrument needs for the following days cases. Jointly with the MDRD leadership team, discuss scheduling of cases and instrumentation issues and progress.
- Expedite approvals for purchasing and accounts payable. Address delinquent invoices with vendors around instrumentation orders.
- Educate staff where needed. Create educational materials, pictures, ect. where appropriate to assist with instrument organization.
- Required to provide some support/preceptor to other employees and an educational program at least once monthly to other team members on instrument workflow and processes.
Qualifications- At minimum, completion of high school + additional program under 1 yr in Medical Device Reprocessing or recognized equivalent required.
- At minimum Over 4 years up to and including 6 years of practical and related experience and/or 2 years on-the-job training required.
- Knowledge of clinical instrument inventory management experience in handling par inventories, order replenishment or related work with successful performance record and expressed interest in field of expertise.
- Independent worker and thinker.
- Excellent keyboard skills with preferred experience in a Materials Management or EPIC, Excel, Microsoft Word, etc.
- Good analytical skills with attention to detail and high degree of accuracy in work.
- Willingness to expand work efforts into other areas as needed and role evolves
- Ability to take initiatives into new areas of responsibility and implement change and issue resolution techniques to improve and develop solutions.
- Strong verbal and written communications. Ability to provide reports.
- Ability to partner with key stakeholders in a flexible and collaborative environment in order to process improve an establish process.
- Responsible for purchasing, maintaining adequate inventory levels and availability of supplies to support clinical functions
- Participation in advance planning where appropriate
- Demonstrate an understanding of the equipment and chemicals used in reprocessing reusable instruments and equipment and the ability to use knowledge to implement appropriate processes in a safe and timely manner to include handling and decontamination of soiled instrument, inspection, assembly, packaging and sterilization. This is linking to ability to read IFU's and interpret MDRD's ability to meet the requirements
