Supply Chain Data Coordinator

Overview

The Information Systems Data Coordinator is responsible for managing and maintaining accurate data in the MMIS system, ensuring data integrity in alignment with established guidelines and procedures. This role involves coordinating various procurement functions for assigned departments, troubleshooting and resolving purchase order issues, and supporting the overall purchasing and vendor management processes.

Responsibilities

Data Coordination and Order Management:

• Coordinate exception reviews with AP and perform research on open orders to identify issues and work with end users to resolve discrepancies.
• Manage the cleanup of purchase orders related to accruals, ensuring all transactions are properly accounted for and reconciled.
• Investigate and resolve issues related to low unit of measure orders and ensure that all purchases reflect the correct units and quantities.
• Ensure timely and accurate pricing updates for products, including adjustments for vendor pricing changes.
• Assist in coordinating vendor updates, including gathering and verifying updated W9 information from vendors for accurate records.

Vendor and Order System Management:

• Collaborate with buyers and vendors to address and resolve order discrepancies, pricing issues, and other procurement-related concerns.
• Work with vendors and GHX to facilitate EDI setup and execution, ensuring smooth integration and data exchange between systems.
• Manage and update the Material Management Item Master (MMIS) database to ensure item information is current and accurate.
• Help buyers place orders when necessary.
• Assist with the logistics of warehouse and departmental orders, particularly with WH1 Logistics, when necessary.

Process Improvement and Reporting:

• Review and resolve prime distributor resolution reports, including but not limited to fill/kill reports, line rejection issues, price change notifications, rejected lines and other order discrepancies.
• Correct and approve invoice discrepancies in alignment with purchasing and accounting processes.
• Provide reporting and updates to leadership on key metrics, including the status of purchase orders, open order research, and vendor compliance. 

Collaboration and Communication:

• Serve as a liaison between internal departments and external vendors, ensuring clear and effective communication to resolve procurement issues and ensure timely order fulfillment.
• Maintain a strong professional network within the health system to support data and procurement efforts.

Professional Development:

• Maintain professional growth and development through participation in seminars, workshops, and relevant training opportunities.
• Continuously improve skills related to procurement, vendor management, and system processes, particularly with software tools such as Microsoft Excel and Word.

Qualifications

Education: High school diploma or equivalent required; two years of college preferred. A Baccalaureate degree is highly preferred.Experience: Previous experience in purchasing, procurement, materials management, or MMIS management is highly preferred. Familiarity with medical supplies and equipment is a must.Skills: Strong verbal and written communication skills, along with excellent customer service and interpersonal relationship skills. Proficient in Microsoft Excel, Word, and other office software. Ability to perform detailed work with accuracy and attention to detail.

Environmental

May be in proximity of pallet jacks and other inventory transport equipment on occasion, so must be aware of surroundings.

Physical

S-Sedentary Work – Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition

exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition

exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human

body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods

of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary

criteria are met.

Psychological

Frequent contact with others. Must be able to interact with the vendor community and internal customers. Frequent use of electronic mail and face-to-face discussions. Occasional sending of memos and letters. Frequent telephone conversations with vendors and internal customers.

Physical presence onsite is essential.  Hearing and vision must be normal or corrected to within normal range.  Able to perform the duties with or without reasonable accommodation.