Equipment Materials Specialist

POSITION SUMMARY:
Under the general direction of the Department Director, the Equipment and Materials Specialist coordinates and manages all activities to support the timely, efficient and cost-effective provision of materials, supplies and/or equipment for the Department which may include multiple sites by using control systems and monitoring.

Principal Duties:
1. Monitors the Department's service schedule to ensure availability of adequate supplies and equipment.
2. Orders supplies, and equipment as needed
3. Assists with arranging for loans of supplies from other hospitals and vendors as needed
4. In collaboration with Materials Management, develops and maintains inventory and par levels
5. Works closely with System Leadership to manage supplies in a fiscally thoughtful way
6. Facilitates standardization of supplies, services, and equipment on an ongoing basis
7. Monitors purchase request(s) for accuracy and quantity
8. Collects packing slips and sends to materials management on a timely basis
9. Identifies and addresses invoice discrepancies
10. Processes requisition orders and procures nonstock supplies and equipment according to budgetary
guidelines and with approval of department leadership.
11. Assists in maintaining accuracy of departmental charge masters and service masters
12. Does related work as assigned.

Customer Service:
1. Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.
2. Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.
3. Keeps customer's information confidential, including public places such as elevators or the cafeteria.
4. Demonstrates commitment to excellent service recovery when a customer's expectations have not been met.
5. Reports to work on time and as scheduled; accepts adjustments when necessary.

Commitment to Co-Workers:
1. Offers assistance to colleagues and other departments when needed.
2. Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.
3. Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.
4. Mindful and respectful of others' time and schedules. Attends meetings on time and communicates any absences.
5. Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department.

Communication Etiquette:
1. Respectful, courteous and professional in all forms of communication and follows facility's service communication protocol in all interactions.
2. Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.
3. Does not text or use e-mail during meetings (except for exigent or emergency situations).
4. Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).
5. Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate). Asks permission before placing the caller on hold or using the speakerphone. If caller is transferred, gives the caller the extension number of the person he or she is being transferred to. Offers further assistance to the caller upon completing the conversation.
6. Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.
7. Returns email and voicemail messages promptly but no later than within one business day (24 hours).
8. Always mindful of voice and language in public.

Self-Management:
1. Reports to work appropriately groomed and in compliance with the Hospital's dress code. Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.
2. Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.
3. Completes mandatory, annual education and competency requirements.
4. Follows UMCAP safety, infection control and employee health standards.
5. Demonstrates responsibility for personal growth, development and professional knowledge and competency.
6. Adhere to all UMCAP and department policies and procedures, including Code of Conduct and professional behavior standards. Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences. Provides notification of absences, lateness and vacation requests according to department guidelines. Respects length of time for lunch and break times.
7. Reviews, signs, and adheres to UMCAP and/or departmental confidentiality statement.