ASC Materials Management Coordinator

Job Description

Job Description

Pay Range: $23 - 30/hr

Position Summary / Scope of Responsibility:

The Centers for Advanced Orthopaedics LLC (CAO) is one of the nation’s largest Orthopaedics practices, owned and operated by physicians, with over 60 locations across Maryland, Northern Virginia, and the District of Columbia. With approximately 2,000 employees, working in 28 Divisions, CAO is a growing business with revenues of approximately $250 Million. CAO is committed to be the Orthopaedics provider of choice for our patients; partner of choice for payors and health systems; and employer of choice by attracting and retaining a talented workforce.

The Materials Management Coordinator is responsible for all supply chain activities related to receipt, storage, and distribution of medical surgical supplies. This role will support surgical services by ensuring inventory supply management, distribution, and replenishment of surgical supplies are timely to avoid delay in OR cases. The coordinator works closely with the clinical leaders, vendors, and supply chain management to ensure the center is fully stocked, compliant, and prepared for daily surgeries to maintain efficient operations and support patient care.

This position will support operations at Watkins Mill Surgery Center, ensuring efficient daily workflows and high-quality patient care delivery. Watkins Mill Surgery Center is a state-of-the-art outpatient surgery center located in Gaithersburg, Maryland, serving the DMV region and specializing in orthopedic surgery and pain management.

Primary Responsibilities:

The incumbent may be asked to perform job-related tasks other than those specifically stated in this description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of CAO and WMASC.

1. Monitor inventory and maintain appropriate PAR levels for surgical supplies and implants to minimize shortages and excess inventory. Collaborate with clinical leads, surgeons, and the Administrator to establish and adjust PAR levels based on utilization data, case volume, and anticipated surgical needs.

2. Order, receive, inspect, organize, and distribute surgical supplies, implants, and specialty items, ensuring timely availability and appropriate storage.

3. Review upcoming surgical schedules and coordinate with clinical leaders to ensure required supplies, implants, and specialty items are available prior to scheduled procedures.

4. Maintain accurate inventory records within the electronic inventory management system, including quantities on hand, product information, and inventory adjustments.

5. Conduct and document routine inventory audits, cycle counts, and rounding to identify discrepancies, monitor supply levels, and maintain inventory accuracy.

6. Investigate and reconcile inventory discrepancies, including discrepancies between physical inventory, electronic inventory records, and documented supply utilization.

7. Monitor expiration dates, product integrity, and manufacturer recalls, ensuring expired, damaged, or recalled items are promptly identified, removed, and managed according to established procedures.

8. Maintain accurate tracking and documentation of surgical implants, including lot numbers, serial numbers, expiration dates, and usage, as applicable.

9. Identify and resolve supply shortages, backorders, and order discrepancies, coordinating with clinical leadership to obtain clinically approved alternatives when necessary.

10. Support accurate documentation and reconciliation of supplies and implants used during surgical procedures in collaboration with clinical and billing teams.

11. Coordinate emergency supply requests and replenishment needs to minimize disruptions to patient care.

12. Maintain organized, clean, and appropriately stocked supply storage areas in accordance with infection prevention, safety, and regulatory requirements.

13. Identify opportunities to improve inventory processes, reduce waste, manage supply costs, and improve operational efficiency.

14. Maintain compliance with organizational policies, infection prevention standards, applicable regulatory requirements, and established inventory management procedures.

15. Other duties as assigned.

Required, Education and Experience:

1. High school diploma or equivalent required.

2. Minimum of 1-2 years of experience in healthcare materials or supply chain management, in a surgical or ambulatory setting required.

3. Strong knowledge of medical/surgical supplies, inventory control, and purchasing procedures.

4. Orthopedic Knowledge and Envi Systems experience preferred.

5. Proficient in inventory management software.

6. Proficiency with the Microsoft Office suite of products required.

7. Proficient knowledge of medical terminology.

Competencies / Required Skills and Abilities:

1. Strong Interpersonal Skills - Ability to develop relationships and collaborate to achieve assignments.

2. Confident and critical thinker who will seek input to ensure accuracy.

3. Demonstrated ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.

4. Strong analytical and problem-solving skills.

5. Able to work independently.

6. Exudes professionalism in presentation.

7. Must be able to read, write, speak, understand, and communicate in the English language.

Physical Demands:

1. Some heavy lifting, pushing, and pulling exerted regularly throughout a standard work shift, to fifty (50) pounds unassisted.

2. Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting, and sitting.

3. Requires hand-eye coordination and manual dexterity needed to operate a keyboard, medical equipment, fax machine, scanner, photocopier, and telephone.

4. Adequate hearing to perform duties in person and over telephone.

5. Must be able to communicate clearly to patients in person and over the telephone.

6. Visual acuity adequate to perform job duties, including visual examination of supplies, as well as reading materials from printed sources and computer screens.

7. Requires potential exposure to communicable diseases, bodily fluids, medicinal preparations, and other conditions common to a clinic environment.