Supply Chain Systems, Materials Management, and Logistics Assistant Vice President (Assistant Vice President), Materials Management

Empower Every New Yorker - Without Exception - to Live the Healthiest Life Possible

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city's five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers, without exception, to live the healthiest life possible.

Job Description

NYC Health + Hospitals' Supply Chain Services is an enterprise-wide centralized department which solicits proposals, and negotiates/enters into contracts for goods, services, software, pharmaceuticals, consultants, staffing, and construction for NYC Health + Hospitals' eleven acute hospitals, six long-term care facilities, numerous clinics, correctional health services, 45,000 staff, and an annual spend of approximately $1.5 billion. Supply Chain services also works closely with facility-based materials management, inventory management, distribution and logistics.

The Enterprise implemented Peoplesoft's Enterprise Resource Planning (ERP) system for contract management, item master management, purchase order management, general ledger, accounts payable, asset management, and personnel management applications. These are all key applications either directly managed or influenced by the Assistant Vice President. The Enterprise also utilizes a variety of suppliers for medical/surgical distribution, non-clinical items, and professional services integrated into the ERP with coordinated deliveries to assure adequate volumes of products/services are available to the system. The Enterprise is also implementing an inventory system within the Hospitals to meet the clinical supply needs in a "just in time" fashion utilizing low unit of measure. These two enterprise initiatives are conjoined under the direction of the Assistant Vice President owning the projects from conception to execution and ultimately management/continuous improvement/measurement.

The Assistant Vice President serves as the business owner/relationship manager to assure ERP applications are maintained, operational, and drives the strategy from a programmatic management perspective for the improvement of the system's operational effectiveness. Focuses on new initiatives, and process improvements to integrate business innovation into existing operations. The Assistant Vice President will ensure the appropriateness and functionality of purchasing dependent systems such as contract management systems, electronic data transfer, patient billing systems, pharmacy inventory, and hosted catalogues/punch-outs. The Assistant Vice President will oversee the planning, procurement, storage, control, and distribution of materials and products according to system needs and customer requirements. The Assistant Vice President reviews, analyzes, and evaluates the Purchasing and Materials Management business needs and serves as the liaison between the business, operational and clinical teams. The Assistant Vice President is responsible for creating and refining Procurement/Materials Management businesses for enterprise-wide goals and plans to achieve those goals. Acts as the internal expert in terms of all related business operations projects, and is responsible for initiating, implementing and managing such projects.

The Assistant Vice President will play a pivotal role in a dynamic, business/operational environment by serving as the thought-leader and operations point person in the implementation and management of all initiatives related to Supply Chain Systems, Materials Management, and Logistics. The Assistant Vice President will oversee the daily operations and management of multiple programs/projects/initiatives, these include:

• ERP sustainment, Timely dispatching of Purchase Orders, Management of Staff.
• Build/maintain a centralized inventory data management unit,
• Rollout and maintenance of the medical/surgical inventory management system
• Right-size and maintain the perpetual inventory at each facility
• Develop/Report standard Service Level Agreements/Key Performance Measures
• Analyze and determine workforce requirements at each local site using a combination of time studies and an activity based modeling tool
• Build/implement a centralized governance structure for Materials Management

The Assistant Vice President will plan, manage, and execute performance improvement plans and activities in support of Supply Chain Systems, Materials Management, and Logistics.

The Assistant Vice President will work closely with internal team members, stakeholders, collaborators, and participating facilities to ensure that projects are conducted in a timely manner to achieve goals within defined budgets by creating Proofs of Concept, Project Charters and Work Breakdown Structures.

Summary of Duties and Responsibilities:

• Leads project teams and attends high level meetings, providing project management of system wide projects related to supply chain services/business operations, and improvement of the quality outcomes of the member hospitals of New York City Health and Hospitals under direction of the Vice President. Identifies major phases, implementation sub-steps, key stakeholders, timelines, resource needs, and potential obstacles for each project to build a comprehensive project plan. Utilizes standard project management tools and summary documents to track and communicate status of projects.
• Analyzes business needs and ensures that functional and technical requirements are documented.
  • Develops Proofs of Concept, Project Charters, Project and Business Plans.
  • Identify project stakeholders, determine their needs and expectations for project success
  • Develop communication strategy and establish communication plan
  • Performs necessary investigations, analyses, and evaluations to determine project feasibility.
  • Prepares routine project status reports.
  • Ensure facility resources meet site management, information technology and data monitoring objectives.
  • Provide regular project status information to team members, including attending required meetings and following-up on action items.
  • Ensure adherence to protocols, procedures, and project plans.
  • Establish project goals and measurements of success
  • Ensure each project deliverable has clear completion criteria and acceptance plan
  • Participate in identification, evaluation, and selection of pilot sites.
  • Ensure all projects have a clear education and training component
  • Maintains all relevant documentation and communications as part of program library.
• Provides direction and support to the project team ensuring the team is informed of all project changes, decisions, etc. that may affect the success of the project.
• Establishes and maintains collaborative relationships within the system in order to obtain information and content from providers and colleagues to foster successful project completion.
• Support short and long term operational/strategic business activities - by developing, enhancing and maintaining project information and models. Also develop and implement effective/strategic business solutions through research and analysis of data and business processes.
• Develops and manages best-practices and tools for performance improvement plan execution and management. Identifies and manages performance improvement dependencies and critical path issues.
• Serve as an operational resource for internal team members for expedited problem identification and resolution, provision of project-specific updates, and team interactions and deadlines.
• Ability to coordinate or manage multiple projects across the Health System.
• Coordinates project site monitoring activities, and may participate in site monitoring associated with initiation, interim, close out, and audit visits as required.
• Adhere and assists with business operations and project specific quality documents (for example: SOPs, work plans/practices, training guides).
• Provides adjunct analyses of the business processes related to a project in order to inform the project plan and assist the Vice President with information to make decisions to move the project to successful implementation.
• Serves as the liaison by understanding and interpreting business requirements, mapping process models, designing technical solutions to satisfy requirements, and completing formal system piloting.
• Excellent planning and problem-solving skills.
• Excellent communication skills and ability to communicate effectively with all levels of the organization.
• Proficiency with Excel, Word and standard computer programs required.
• A highly-motivated and meticulous individual with excellent problem-solving and communication skills to join a fast-paced, growth-oriented work environment in a cutting-edge field of business transformation.

Minimum Qualifications
1. A Master's degree in hospital administration, health care planning, business administration, public administration or an approved related program and seven (7) years of progressively responsible experience in health and medical service administration, public administration, n, personnel and labor relations, finance or appropriate functional discipline with an emphasis on planning, liaison and interorganizational relationships, or related administrative or managerial functions; or
2. A Baccalaureate degree from an accredited college or university and eight (8) years of progressively responsible experience in health and medical service administration, public administration, personnel and labor relations, finance or appropriate functional discipline with an emphasis on planning, liaison and interorganizational relationships, or related administrative or managerial functions; or
3. A satisfactory equivalent combination of education, training and experience. However, all candidates must have a minimum of a Bachelor's Degree.

Department Preferences

• Completion of Master's Degree in Business Administration or Master of Health Administration
• Minimum of five (5) years' management experience in supply chain in a healthcare environment/operations
• Knowledgeable in:
  • Healthcare Purchasing/Logistics
  • 3PL Warehousing
  • EDI
  • Medical/Surgical Distribution
  • Inventory/Asset Management

Please be advised that proof of Covid-19 vaccination is required prior to hire.

If applying online, please include your cover letter in the same file attachment with your uploaded resume.