Full Time 40 hours Grade 054 Purchasing Schedule 8 AM-5 PM Responsibilities General Purpose: The position is a corporate position reporting to the Assistant Director for Purchasing & Supply Chain. The position is primarily responsible to serve and support the University of Rochester and Vizient partnership. The position is also responsible for managing the planning and implementation of contracting activities which provide the necessary processing of information to support the purchasing commodity teams, purchasing operations and the information system functions in Purchasing. The position is also responsible for working with the University of Rochesterâ™s prime Group Purchasing Organizations (GPO), Vizient, to identify and report potential savings and contracting opportunities. Specific Responsibilities Provides and promote active participation in department leadership.Champions tasks as assigned in a thorough and timely fashion.Supports and enforces all departmental policies and practices in support of contract management. Supervision of department Information Analyst II. Responsibilities include management/maintenance of distributor price assurance reports, daily medical/surgical distributor change report, OR interface report, item file vendor acquisition updates, item file maintenance and data/pricing integrity, invoice discrepancy lead, and contract/rebate assistance.Also, supervision of full-time Purchasing Assistant dedicated to invoice discrepancy resolution. Build and maintain sound collaborative relationships with Purchasing Management including all purchasing members, University Users and suppliers.Monitors customer satisfaction and supplier performance for all contracts.Communicates changes in contracts to purchasing staff. Work with the Information Systems Team to maintain pricing of all contracted items and identify areas for contractdevelopment.Work with the Information Systems Team to maintain system pricing.Complete regular PMM item compares with vendor price files to identify contract pricing and corresponding cost impacts and/or savings to the University of Rochester.Initiate and approve Item File Master maintenance associated with contract initiation and subsequent price changes. Manage the administration of all Purchasing contracts, including Vizient Letters of Commitment (LOC) and pricing files to ensure they are accurately entered into the Pathways Materials Management (PMM) contract database system. Assist in the implementation of UR-Vizient programs for the University of Rochesterâ™s affiliates.Monitor and enroll GPO tier pricing in Vizient catalog as provided by the supplier confirmations and signed LOCs.Work with the suppliers to correct tier pricing discrepancies. Ensures that all contract authorizations, analysis, and contract compliance issues are properly documented. Manages database elements for standardization of items, services and contracts. Works with Vizient and Purchasing Managers to understand the status of all contracts (GPO and Non-GPO) and ensure they are reflected accurately within the PMM contract database system and Item File Master for data integrity. Liaison between the University and primary Group Purchasing Organization.Proactively monitors GPO compliance catalog (CDQuick) for GPO and custom contract extensions to assure immediate updates in PMM contract database system. Monitor and set GPO tier pricing in catalog as provided by vendor confirmations and signature LOCs. Manage and maintain copies of all executed contracts and price files and provide all local contracts to GPO for inclusion in the Local Compliance Catalog. Supervises all aspects of the discrepant invoicing resolution process, including the development of policies and procedures and monthly audit reports.Produce monthly metrics for progress tracking and improvement opportunities. Responsible for researching price discrepancies, update pricing as needed, follow up with vendors on credits and identify areas forcontracts and pricing optimization. Complete regular PMM usage and PO/invoice reports to identify spend and pricing activity.Provide support to Purchasing staff; researching and supporting PO and invoice price discrepancy resolution. Regular communication with vendors and University department affiliates to actively assist in resolving invoice discrepancies, minimizing any and all credit holds; releasing orders without any delay or inaccuracies assuring quality and service excellence to the University and its affiliates.Update PMM Item File Master as appropriate to eliminate any downstream errors. Proactively identifies expiring contracts no less than ninety days in advance and alert the appropriate Purchasing Manager of contracts that need to be renegotiated.Provide supporting documentation on contract compliance, volume, pricing, market share to discuss supplier strategies with the Purchasing Managers.Manage Contract Expiration Report with negotiation activity and contract completions.Provide monthly updates on allexpired contracts and all contracts due to expire within a current 3 month period to assist in tracking and keeping regular focus on contract activity amongst the Clinical and Non-Clinical teams. Monitor & track negotiated rebates, along with GPO share back incentives.Establish auto-notifications to notify Purchasing Managers to follow up with vendors to ensure rebates are received in a timely and agreed upon manner, and ensure vendor compliance with negotiated rebate agreements.Liaison between UR departments, vendors, and Strong Finance. Complete other Purchasing projects as assigned (i.e. Identify non-contract spend opportunities; track and monitor contract and invoice monthly metrics; Distributor PCN/CPA maintenance invoice auto generated reports; strategic planning anddepartment process improvements) Assist in the negotiation and completion of strategic vendor relationships. Support Purchasing & University goals through participation in purchasing leadership activities includingSub-Committees, Focus Group, Outreach, Training, Value Analysis and Management Team. Working knowledge of Vizient Strategic Information System. Report value back to Vizient for inclusion in UR-Vizient savings letter. Support department goals to reduce supplier base. Requirements Bachelor's degree and 4-5 yearâ™s relevant experience; or an equivalent combination of education and experience. Clinical and /or financial degree or experience a plus. Strong analytical & communication skills required. Maintain a positive and collaborative relationship that will support the activities between the UR-Vizient.
About University of Rochester
The University of Rochester is one of the country's top-tier research universities. Our 158 buildings house more than 200 academic majors, more than 2,000 faculty and instructional staff, and some 11,100 students.
Learning at the University of Rochester is also on a very personal scale. Rochester remains one of the smallest and most collegiate among top research universities, with smaller classes, a low 10:1 student to teacher ratio, and increased interactions with faculty.