Buyer

Location: Washington, DC
Date Posted: 11-08-2018
POSITION SUMMARY
Responsible for the procurement of goods and services for the Hospital in accordance to policies and procedures. Procurement functions will include review of purchase requisitions, issuing purchase orders, expediting backorders, recording returns in MMIS, and expediting invoice resolution.  Support other staff members engaged in the purchasing of medical supplies, equipment and services for the care and treatment of patients.  Provides guidance and direction to all hospital departments as it relates to Purchasing activities. 
 
REPORTING SUMMARY
This position does not have supervisory responsibilities.
 
NATURE AND SCOPE:
Interacts internally with Director, Systems Analyst, immediate staff members, department heads and University and Hospital officials.  Interacts externally with vendors and the general public.
 
PRINCIPAL ACCOUNTABILITIES:
Ensures workflow support, and timely processing of Requester Requisitions through the MMIS. 
 
Canvasses all available sources for the best price through present and future purchasing of medical supplies and services including Veterans Administration (VA), Government Services Administration (GSA), Group Purchasing Organization, etc.
 
Confirms price, quantity, packaging, product information, delivery date, shipping, and terms while placing orders to ensure Purchase orders accuracy.
 
Assists in sourcing viable substitute products as needed when ordered items are confirmed to be on backorder or discontinued; requests substitute product information, pictures, specs, and/or coordinates for vendor of substitute product to speak with end user for end user to make decision if substitute is acceptable.
 
Maintains the highest level of professional conduct to safeguard the confidentiality of supplier’s contracts, adhering to HUH contract compliance guidelines.
 
Evaluates vendor quotes and services to determine most desirable suppliers.
 
Validates new vendors credentials, request Certificate of Insurance and BAA as required.
 
Communicates with departmental representatives, and suppliers as it relates to over-shipments, delivery shortages, and changes in quantity, delivery dates, and price discrepancies.  Report such changes and adjust purchase orders accordingly in a timely manner as required.
 
Works with Accounts Payable to reconcile any differences as it relates to the purchase order and invoice presented for payment.
 
Assists with bid evaluations for capital purchases, and the ability of the vendor to deliver products, equipment and services.
 
Tracks documents as required by Finance Department to meet audit requirements.
 
Maintains a general knowledge of the purchasing module in an MMIS, preferably Lawson.
 
Assumes other duties and responsibilities that are related and appropriate to the position and area.  The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
 
ORGANIZATIONAL EXPECTATIONS:  
Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
 
Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
 
Participates in activities that promote adherence to federal healthcare program requirements.
 
Actively participates in Health Sciences Compliance Program activities.
 
Adheres to the requirements of the HIPAA Privacy Policies and Procedures.
 
Maintains confidentiality of patients, families, and staff.
 
CARES CRITERIA: 
Must demonstrate collaboration; accountability; respect; excellence; and service.
 
Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
 
Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner.  The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
 
Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient’s right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.
 
Anticipates the patient’s and student’s needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
 
Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
 
CORE COMPETENCIES:  
Ability to handle and resolve customer inquiries in a professional and timely manner.


Knowledge of Purchasing policies and procedures.


Knowledge of computer applications, preferred via the Lawson System, to receive and process electronic reports entering information essential in ordering supplies and equipment.


Ability to work independently, develop appropriate, effective and efficient methods of completing assignments. Adapt and respond to changing priorities.


Ability to prepare and maintain up-to-date Purchasing records. Strong analytical skills.


Excellent communication, teamwork, and negotiation skills.
 
Competence in both oral and written English.
 
Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the general public.
 
MINIMUM REQUIREMENTS:  
Bachelor’s Degree in field or related area or equivalent in experience.
 
Two to Four years’ work experience in purchasing or related environment. 
 
Knowledgeable in Microsoft office applications and MMIS.
 
Must be able to stand, walk, sit, lift (12-25lbs), bend, write, type, file, speak, hear, see, calculate, compare, edit, evaluate, interpret and organize for extended periods of time.
 
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