Cannabis Manager Procurement Sterilization Dispensary Services Jobs

POSITION OBJECTIVE

Responsible for the management and operation of the School of Dental Medicine Clinic Procurement, Sterilization and Dispensary Services. Duties include procurement, secure storage and distribution of clinical supplies and instrumentation needed to manage DMD students, 8 graduate specialty clinics and 1 faculty practice. This position is also responsible for following sterilization protocols adopted in collaboration with Steris Corporation. The manager directly supervises up to 12 dispensary technicians and student employees. This position has a major impact on the Dental Clinic’s ability to successfully operate on a day-to-day basis. Additionally, the manager plays a critical role in ensuring new products are launched on time, within budget, while meeting quality, cost and delivery objectives. Lastly, this position will utilize a data-driven approach to continuously and proactively investigate new suppliers, technologies and workflows in order to identify opportunities for improvement, support the organizational goals, and recommend ideas to key stakeholders and the administration.

ESSENTIAL FUNCTIONS

• Supervisory Role: Directly supervise the performance of dispensary personnel and student employees. Prepare performance evaluations, schedules and develop departmental training materials and guidelines. Supervise the dispensing of supplies from the stock rooms to auxiliary personnel of the various departments on a regularly scheduled basis. Supervise and share in the responsibility for stocking the main dental clinics with supplies. Supervise the packaging of all dispensary supplies, i.e., fastray, impression materials, alcohol and measuring/mixing of chemical compounds. Oversee the laundering (by external contractors) and distribution of student gowns and faculty clinical jackets. Supervision of sterilization procedures for all clinical instruments on a daily basis. Responsible for testing of the sterilizers on a weekly basis. Supervise to ensure the cassettes and contents are being cross checked to avoid loss of instruments. Responsible for documentation and compliance with regards to sterilization protocols. (35%)

• Procurement and Inventory Management: The Dental Clinic sees over 65,000 patient visits a year. The supplies and instruments needed to manage the services cost $4-6 million dollars. The manager is responsible for the procurement, dispensing and secure storage of these supplies and instruments. Track dental instruments by patient and student, supervise proper sterilization and dispensing the dental instruments. Act as the Case Western Reserve University Dental School buyer by meeting with vendors, verifying product pricing and availability. Place purchase orders with companies, following Case Western Reserve University guidelines for purchasing and procedures. Issue purchase order numbers, verify invoices and shipping and approve invoices for payment. Process paperwork for data entry. Responsible for the purchasing, logging and proper disposal of controlled narcotic substance drugs. The manager will work with stakeholders within the School of Dental Medicine and from Compliance, as needed, to track and manage the ordering, delivery, storage and use of controlled substances. Interact with dental supply houses, dental manufacturing companies and dental representatives. Responsible for overhead control of supplies and materials. Develop and implement protocol for dispensary department procedures and assist the Assistant/Associate Dean for Clinical Affairs in the development of clinical protocols. Develop and maintain cost accounting records of all supplies issued from storeroom and dispensary to various departments and generate monthly usage and financial accounting reports. These reports are to be shared with key leadership of the institution. Using the appointment/procedure history and future appointments in the EHR, justification for orders should be available. Data should be maintained in a Tableau friendly software for easy visualization. Maintain a perpetual inventory for the clinic on the computer; prepare annual inventories of clinic and storeroom supplies for University Auditors. Maintain daily logs of requisitions by purchase order number, vendor, department and material cost. Daily entries of all shipments received should be similarly maintained. As the clinical field of dentistry evolves and newer materials and technologies come available, the manager will play a key role in identifying opportunities for continuous improvement and efficiency, providing the administration with information and recommendations on the newer materials, instruments and equipment, keeping in mind the strategic goals of the institution. (40%)

• Dispensary Operations: Responsible for the scheduling of dispensary personnel, stocking and distribution of dental materials during Boards exams. Alert Case Western Reserve University maintenance or private service contract personnel regarding necessary servicing of equipment in the dispensary areas. Work with other staff as needed to ensure DMD student lab cases are accurately checked in and out of the Electronic Health Record. Compose memos and complete clinical surveys. Assist Director of Development and Administrator of Fiscal Affairs with completion of clinical supply grants and surveys. Serve as liaison between Dental vendors and Dental school faculty and students. Assist the Assistant/Associate Dean and Directors of Clinical areas with making decisions concerning cost effectiveness of products. (20%)

NONESSENTIAL FUNCTIONS

Assist in the dispensary functions when needed. Assist in other areas as indicated by the administration. (5%)

CONTACTS

Department: Daily contact with dispensary staff/technicians, students, Office of Finance and Operations, and the Assistant/Associate Dean of Clinics as the staff supervisor and end user of supplies.

University: Frequent contact with university departments including Purchasing and Accounts/Payable, etc. to ensure timely acquisition of supplies and materials, resolve outstanding payments/balances etc.

External: Daily contact with vendors to get up to date information on costs of supplies.

Students: Frequent contact with students when working in the dispensary in the school.

SUPERVISORY RESPONSIBILITY

Supervise all dispensary staff.

QUALIFICATIONS

Experience: 3 to 5 years of experience required. Experience in a dental environment preferred. Experience with sterilization services is a critical asset.

Education/Licensing: High School Education required. Some college preferred.

REQUIRED SKILLS

• Must use independent judgment, diplomacy and tact in working with a variety of diverse individuals at all levels within the school, university and private sector.

• Business acumen and ability to develop strategic thinking.

• Ability to work in a multicultural environment.

• Must be detail oriented and organized with a demonstrated ability to work with little to no supervision. Routinely work with highly confidential material.

• Knowledge of computer software – proficient with Microsoft Office products in a networked environment. Experience with PeopleSoft helpful.

• Must be comfortable using electronic tracking systems for asset management and the use of an electronic health record system.

• Ability to become familiar with hundreds of different dental supply items, not only from the standpoint of general description, but also trade names associated with manufacturer’s name, and price.

• Ability to meet consistent attendance.

• Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

Heavy lifting – unloading and moving of dental material, gloves, chemicals – 5 to 50 lbs. Sterilizers can be hazardous. If proper procedures are not followed, steam can cause severe burns. Dispensing and preparation of different dental materials (such as Ethyl Methacrylate, monomer, poly acrylate resin, organic peroxide, Perm Hygienic etc.) presents certain health risks to employees of the dispensary. All chemicals are measured and dispensed from a large container into unit doses under a chemical hood. Area can be excessively warm because of sterilization equipment. On occasion, sharp tips of various instruments may protrude from cassettes, sterilization pouches. Employees must be very careful in handling or risk puncture wounds. Employee must have Hepatitis vaccine, must be able to work with a variety of personalities, and work under pressure.

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