Pennsylvania Medicine

Manager Materials Management - Inventory PAVLS at Penn Medicine

Pennsylvania Medicine • $80K — $95K *
Philadelphia, PA 19120In-Person
Healthcare
5 - 7 years of experience
Today
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Job Overview by Ladders

Qualifications

  • High School Diploma or GED required; advanced education preferred.
  • 7+ years of experience in Materials Management and/or Supply Chain.
  • Strong background in healthcare supply chain operations and regulatory compliance.
  • Proven leadership experience managing teams across multiple shifts and locations.
  • Strong communication and organizational skills with problem-solving ability.

Responsibilities

  • Lead, train, and manage the materials management teams across multiple buildings and shifts.
  • Oversee frontline staff and supervisors, providing task assignments and performance coaching.
  • Ensure timely supply delivery and maintain organized storage areas throughout the facility.
  • Collaborate with clinical departments to assess and respond to supply needs.
  • Implement process improvements to increase departmental efficiency and reduce errors.
  • Ensure compliance with infection control standards in handling medical devices.
  • Supervise mailroom operations and ensure timely distribution of internal and external mail.

Benefits

  • Comprehensive compensation and benefits program.
  • One of the finest prepaid tuition assistance programs in the region.
  • Focus on employee health and wellbeing through various support programs.
  • Engagement in a mission-driven organization that values medical advancement.
Full Job Description
Summary:

  • The Materials Management Manager is responsible for the management and leadership of services to operations within the HUP campus. This role ensures that operations are handled efficiently to support uninterrupted patient care. The Materials Management Manager may oversee multiple areas within the department, as well as teams that includes multiple shifts which may include frontline staff and supervisory-level employees in receiving, storeroom, linen, inventory, and distribution activities across the campus. Operating in a complex, multi-building environment, the Materials Management Manager must coordinate logistics, streamline inventory control processes, and ensure compliance with regulatory standards. This role works closely with clinical departments, vendors, and hospital leadership to maintain optimal inventory and service levels. Strong communication, organizational, and problem-solving skills are essential, along with a deep understanding of healthcare supply chain operations.

Responsibilities:

General

  • Provide leadership, training, and performance management to maintain a high-functioning, service-oriented department. Supervise day-to-day operations of materials management teams, that may include operations spanning multiple buildings and/or shifts.
  • Provide direct oversight to frontline staff and supervisors, including task assignments, scheduling, coaching, and performance feedback. • Ensure timely delivery and replenishment of supplies to nursing units, procedural areas, and support departments.
  • Maintain clean, organized, and compliant storage areas throughout the facility.
  • Work with clinical and departmental staff to understand and respond to supply needs and priorities.
  • Coach employees on department procedures, equipment use, hospital protocols, and customer service expectations. • Support implementation of process improvements that increase efficiency and reduce delays or errors. • Utilize PennforFSM to track supply movement and generate basic reports.
  • Communicate effectively with internal stakeholders to coordinate operational logistics.

Equipment

  • Ensure supervisors and staff adhere to manufacturers' Instructions for Use (IFUs) for cleaning and decontaminating medical devices, and maintain compliance with infection control standards and preventative maintenance protocols.
  • Oversee the development and implementation of logistics for equipment cleaning, storage of clean equipment, and restocking processes to ensure operational efficiency and regulatory compliance. • Monitor and manage inventory levels of all assigned patient care equipment to align with institutional demands and patient care needs.
  • Provide leadership and strategic oversight to the RFID Coordinator and Patient Equipment Coordinator, ensuring alignment with departmental goals and performance expectations.
  • Establish performance standards for staff and supervisors, and ensure adequate staffing levels to support continuous and safe equipment availability.

Linen

  • Tracks laundry activity throughout organization and suggests supply ordering.
  • Organizes inventory quality control checks and department meetings.
  • Meets with Laundry and Textile vendors when needed to ensure smooth operation of the department.
  • Distributes daily reports for end of shift compliance and issues.

Mailroom

  • Supervise mailroom operations, including receipt, sorting, distribution, and dispatch of all internal and external mail and packages.
  • Monitor workflow to ensure timely and accurate mail delivery to hospital departments, clinics, and administrative areas
  • Coordinate with USPS, FedEx, UPS, couriers, and other carriers regarding incoming/outgoing deliveries and pickups
Receiving

  • Ensure accuracy in the matching of purchase orders, packing slips, and items received.
  • Direct and schedule receiving personnel to maintain workflow efficiency and timely distribution.
  • Monitor and maintain inventory records within PennforFSM.
  • Ensure all items are properly labeled, stored, or distributed to appropriate departments in a timely manner.
  • Coordinate with Purchasing, Accounts Payable, and hospital departments to resolve shipment discrepancies, damages, or delays.

Storeroom

  • Provide direct supervision and leadership to distribution staff and/or supervisors.
  • Serve as a liaison with Nursing, Administrative, and Support Services departments to promote and enhance the hospital's internal specialty equipment program by introducing new technologies, procedures, and evaluating the impact of process improvements.
  • Oversee inventory management for patient care equipment and supplies; analyze data using InforFSM to maintain optimal par levels and coordinate with vendors to ensure consistent product availability.
  • Monitor and track all pending equipment orders to guarantee timely delivery from vendors and prompt distribution to requesting departments.
  • Conduct regular rounds throughout the facility to assess service performance, address operational issues, and reinforce standards of excellence in equipment support.
  • Ensure that all soiled equipment - including IV pumps, commodes, and traction devices - is retrieved, decontaminated, and prepared for safe reuse in accordance with infection prevention protocols.
  • Maintain accurate inventory control, working closely with staff to ensure proper item issuance, charging practices, and documentation

Education or Equivalent Experience:

  • H.S. Diploma/GED (Required)
  • Driver's License may be required based off the areas of responsibility
  • 7+ years Materials Mgmt and/or Supply Chain experience

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

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About Pennsylvania Medicine

The University of Pennsylvania is a private Ivy League research university in Philadelphia. It is the fourth-oldest institution of higher education in the United States and is ranked among the highest-regarded universities by numerous organizations and scholars. While the university dates its founding to 1740, it was created by Benjamin Franklin and leading Philadelphia citizens in 1749 . The University has four undergraduate schools as well as twelve graduate and professional schools. Schools enrolling undergraduates include the College of Arts and Sciences, the School of Engineering and Applied Science, the Wharton School, and the School of Nursing. Among its highly ranked graduate schools are its law school, whose first professor wrote the first draft of the United States Constitution, its medical school, the first in North America, and Wharton, the first collegiate business school. Penn's endowment is US$20.7 billion, putting it amongst the wealthiest academic institutions in the world, and its 2019 research budget was $1.02 billion. Penn was one of nine colonial colleges chartered before the U.S. Declaration of Independence when Benjamin Franklin, the university's founder and first president, advocated for an educational institution that trained leaders in academia, commerce, and public service. The campus, in the University City neighborhood of Philadelphia, is centered around College Hall, and notable landmarks are Houston Hall, the first modern "student union", and Franklin Field, the first double-decker college football stadium. Penn also is the home of the Morris Arboretum, the official arboretum of the Commonwealth of Pennsylvania, which is located 15 miles northwest of the campus, in the Chestnut Hill section of Philadelphia. The university's athletics program, the Quakers, fields varsity teams in 33 sports as a member of the NCAA Division I Ivy League conference.
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* Ladders Estimates

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