Associate Director of Purchasing (Finance)
Planned Parenthood of Orange and San Bernardino Counties has a full-time opportunity for an Associate Director of Purchasing in Anaheim, CA.
Lead and strategically manage all purchasing functions for the affiliate, encompassing daily operations, inventory control, medical facility services, vendor relationships, project implementation, asset management, quality and compliance, and financial reconciliation. This role serves as a key point of contact for inquiries related to pricing, sourcing, and financial reporting and is responsible for developing and implementing effective purchasing policies and procedures.
At PPOSBC, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet the needs of you and your family. We are proud to offer a range of plans that help protect you in the case of illness or injury including:
- A competitive benefits package including medical, dental, and vision coverage for you and eligible dependents, life insurance, and long term disability.
- Benefits coverage starts after one full month of employment!
- Generous vacation, sick, and holiday benefits!
- Generous 401(k) matching contributions and more!
- To view our detailed benefits guide, please visit our career site at www.pposbccareers.org
Responsibilities
Essential Functions: Essential functions encompass the required tasks, duties, and responsibilities performed as part of the job and the reason the job exists.
- Manage, supervise, and train the purchasing department team, fostering a high-performance environment for assigned categories, medical supplies, medications, medical equipment, and medical services.
- Assist in developing, leading, and executing purchasing strategies to achieve cost savings and operational efficiencies and ensure the delivery of high-quality products and services to end-users.
- Collaborate with the Procurement Manager to create a sourcing/negotiations roadmap and monitor the project pipeline for bidding opportunities.
- Conduct comprehensive sourcing activities, including benchmarking, bidding, and negotiations, to identify and secure optimal vendor agreements related to medical supplies/equipment/medications
- Identifies broader cost reduction opportunities across the organization.
- Continuously evaluate and challenge vendors through price comparisons and negotiation of favorable terms, ensuring optimal rates, service, and quality.
- Maintain a diverse and robust portfolio of vendor options to support departmental purchasing needs
- Review and negotiate favorable payment terms with vendors to optimize cash flow and financial efficiency.
- Strategically develop and implement commodity/supply chain strategies covering all commodities, services, and supplier processes throughout the enterprise to deliver maximum value, leverage, and standardization.
- Monitor and assist in analyzing upcoming demand levels for Health Centers to ensure adequate inventory and timely purchases.
- Maintain optimal inventory levels within the Purchasing warehouse, ensuring adequate safety stock and efficient inventory flow for supplies and assets management.
- Lead and oversee the purchasing department team in performing the duties listed below:
ACCOUNTING
Support accounting function to include, but not limited to:
- Collaborate with accounting staff with the monthly reconciliation of purchasing, fixed assets, facilities services, and inventory to the General Ledger.
- Collect data on pricing, market, differential, and margin analysis, etc. Analyzed invoices, including validity and appropriate coding.
- Generate and distribute monthly reports detailing inventory turnover and transaction activity.
INVENTORY MANAGEMENT SYSTEM
- Assist in evaluating/maintaining par levels and reorder points for medications and medical supplies
- Ensure inventory is maintained to the optimum level to support on-time deliveries while keeping inventory holdings at the appropriate levels with minimum waste
- Lead the Purchasing team to minimize the impact of medication shortage and to optimize the inventory turnover
- Ensure that medication purchased is following all grand and contract programs the agency is registered and subscribed
- Manage the Purchasing float team to respond to all transfer and/or inventory management needs, including—but not limited to—medications, medical supplies, medical equipment, and the pantry program.
- Conduct equipment asset audits and assess equipment lifespans to support sound financial planning.
MEDICAL FACILITY SERVICE MANAGEMENT
- Oversee vendor relationship management for medical facility services.
- Facilitate, implement, and/or update policies and procedures related to the medical service needs of health center facilities.
- Collaborate with health center management team and Director of Project Management to manage preventive maintenance of facility and medical equipment for proper operation and necessary repairs and upgrades.
- Assist in developing and managing the medical fixed assets inventory system with proper barcode labeling.
- Regularly inspect company properties for medical equipment
PURCHASING
- Comply with and interpret appropriate procedures and policies in relation to the purchase of medical supplies, medications, medical equipment, and services; ensure compliance with pharmacy regulation and state laws relative to the purchasing function
- Oversee all purchase requests and invoice payments in accordance with assigned categories and internal policies and procedures.
- Establishing and maintaining measurable performance metrics for all levels of purchasing activities to include, but not limited to, supplier performance, supplier quality, internal order placement performance, buyer activity levels, and material shortage elimination
- Assist the Training Department with training material related to supply chain management system.
- Assist in supporting project build-out and seek an optimization profit model
Non-Essential Functions:
- Other duties as assigned.
PHYSICAL REQUIREMENTS:
The physical requirements of this position are identified below. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
CORE COMPETENCIES – WE CARE:
- Welcoming: Anticipates customer requirements and gives high priority to customer satisfaction and service. Handles problems quickly and efficiently. Maintains a pleasant, positive and professional approach. Embraces opportunities to help team members, stakeholders, and other departments.
- Equitable: Creating equitable access and opportunity for all through education, practicing inclusive behavior, elevating others' voices, creating spaces for honest conversation, and listening without judgment. Values and uplifts our collective diversity within in our agency.
- Confidential: Respects the information shared by our patients, employees, and vendors and maintains appropriate confidentiality. Follows all policies and laws that protect private & privileged information.
- Accessible: Is available and approachable to others, open-minded, fair and non-defensive. Appreciates constructive feedback and is a team player. Demonstrates good listening skills.
- Respectful: Values diversity and treats everyone with dignity and courtesy. Dependable and courteous of other people's time and commitments.
- Empathetic: Demonstrates interest and understanding in other people's feelings, attitudes and reasoning. Maintains an open and non-judgmental demeanor that is patient, flexible, and understanding.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Licensure and/or Certification Requirements:
- APICS/CPIM/CPSM certification a plus.
Minimum Education:
- Bachelor's degree in Accounting, Business Management, Supply Chain Management, or related field required.
- Master's degree a plus.
Minimum Work Experience:
- 12+ years of purchasing department experience, including a minimum of 6 years management experience
- Knowledge of general accounting principles, project management, supply chain management concepts to include pricing, purchasing, accounts payable, par levels, inventory valuation, order automation, mathematical reporting and analyzing, etc.
- Supply chain management system implementation experience required.
Supervisory Experience:
- Demonstrated ability as an effective leader, including coaching and team-building skills.
- Strong written, verbal, and interpersonal skills.
- Budgeting experience.
- Excellent strategic planning skills.
- Must be self-motivated and have the ability to work without direct supervision.
- Ability to organize and prioritize work with accuracy.
Other Requirements:
- Advanced knowledge of Excel.
Agency Standard Requirements:
- Strong commitment to quality healthcare and excellent customer service is required.
- Must thrive in a fast-paced, rigorous environment with changing priorities.
- Ability to meet deadlines and work under pressure.
- Must demonstrate high-level computer skills, including Microsoft Word, Excel, and Outlook. Experience with electronic medical records may also be required.
- This position requires travel to other sites and locations; if using a personal vehicle to meet this requirement, a valid CA driver's license and current auto insurance in compliance with the minimum requirements of CA vehicle code are required.
- Abortion patients are cared for at each of our health centers and in part through the administrative, support, and other non-clinical services provided at all PPOSBC locations and by all PPOSBC employees, and supporting these critical services is an essential job duty and fundamental responsibility of all employees.
