Purchasing Asst

 
Position: Purchasing Asst

Job ID: 163228

Location: US-TX-Houston

Department: SUPPLY CHAIN ADMINISTRATION

Talent Area: Administrative Support

Full/Part Time: Full-Time

Regular/Temporary: Regular

About Texas Children's Hospital

Since 1954, Texas Children’s has been leading the charge in patient care, education and research to accelerate health care for children and women around the world. When you love what you do, it truly shows in the smiles of our patient families, employees and our numerous accolades such as being consistently ranked as the best children’s hospital in Texas, and among the top in the nation by U.S.News & World Report as well as recognition from Houston Business Journal as one of this city’s Best Places to Work for ten consecutive years.   Texas Children’s comprehensive health care network includes our primary hospital in the Texas Medical Center with expertise in over 40 pediatric subspecialties; the Jan and Dan Duncan Neurological Research Institute (NRI); the Feigin Center for pediatric research; Texas Children’s Pavilion for Women, a comprehensive obstetrics/gynecology facility focusing on high-risk births; Texas Children’s Hospital West Campus, a community hospital in suburban West Houston; and Texas Children’s Hospital The Woodlands, the first hospital devoted to children’s care for communities north of Houston. We have also created the nation’s first HMO for children, established the largest pediatric primary care network in the country and a global health program that is channeling care to children and women all over the world. Texas Children’s Hospital is also academically affiliated with Baylor College of Medicine, one of the largest, most diverse and successful pediatric programs in the nation. To join our community of 14,000 dedicated team members, visit texaschildrenspeople.org for career opportunities. You can also learn more about our amazing culture at infinitepassion.org. At Texas Children’s Hospital, diversity, equity, and inclusion are at the core of our values and mission for all of our patients and families that we serve. We are committed to providing a diverse and inclusive work environment for all faculty, staff and learners throughout our organization. We believe that each member of our one amazing team provides enrichment that allows us to create a lasting legacy for future employees of this great organization.   Texas Children’s is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children's without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

Summary:

We are searching for a Purchasing Assistant -- someone who works well in a fast-paced setting. In this position, you will provide skilled professional duties and support buyers and Sr. buyers in the purchasing of supplies, equipment, and services requisitioned by the various Texas Children's (TC) entities in a timely, cost-effective manner that enables TC to provide the finest possible pediatric patient care, education, and research in a cost-effective manner.  Duties include conducting business effectively and in accordance with established laws, regulations, policies and procedures, and good business practices.

 

Think you’ve got what it takes



Responsibilities :

Job Duties & Responsibilities

  • Process low dollar operational online and outside requisitions (“Pink”) within the appropriate timeframe upon receipt converting them to purchase orders and then dispatching to the appropriate vendor
  • Properly solicits bids, reviews pertinent data, and negotiates with vendors
  • Properly processes online orders within three business days upon receipt as confirmed by the Manager’s review of the requisition to purchase order query
  • Verifies signatures on Pink are in accordance with Levels of Authority, Policy GA 204
  • Properly processes Pink within five business days from the date requisition is stamped in by the department as periodically reviewed by the Manager
  • Processes emergency requisitions within one business day as observed by the Manager
  • Approves purchase orders in the Enterprise Resource Planning (ERP) system for purchase orders to be dispatched to the vendor as observed by the Manager
  • Verifies vendor confirmations of purchase orders within one business day from the date purchase order was dispatched as observed by the Manager
  • Expedites purchase orders by contacting the vendor for updates on ship dates or whether an item is backordered. If the item is back-ordered, Purchasing Assistant (“PA”) will either source product with another vendor or gather information for a possible substitute. PA will then confirm with the end-user if a substitute is acceptable
  • Resolves to receive and invoice discrepancies within the established time frame
  • Properly processes return of the merchandise to vendors, tracking replacements or credits until received.
  • Maintains office supply program
  • Verifies end-user’s application within two business days of receipt, to purchase office supplies to ensure compliance by checking the Levels of Authority prior to applying to vendor
  • Provides end-user support by resolving delivery, shipping, and merchandise issues/returns within two (2) business days of notification
  • Processes restricted fund order requests within three (3) business days, when unable to be processed online.
  • Maintains data in the ERP system
  • Resolves all open orders and match exceptions within thirty days from purchase orders due date or date of entry of invoice as documented by reports reviewed by the Manager
  • Maintains the Vendor File by submitting a properly completed Vendor Add/Change/Inactivate Form with appropriate backup documentation (W-9, EPLS, and IRS) to Accounts Payables
  • Maintains the Master Item File by submitting Item Add/Change/Inactivate Form to the Senior Data Control Administrator for review, confirmation, and entering of correct information in the ERP system.
  • Maintains item association to Group Purchasing Organization (GPO) contracts by reviewing GPO websites for active contracts and submitting Item Add/Change/Inactivate Form or Automated Item Add Form to Senior Data Control Administrator referencing contract number and pricing tier level
  • Maintains purchase order data in ERP system to ensure proper closing and archiving of information.
  • Functions as Liaison between Hospital entities and Vendors
  • Provides information pertinent to purchases and acts as a resource in matters such as policies and procedures, contracts, and services
  • Performs principles of positive relations building by maintaining good rapport and cooperative working relationships with Hospital personnel and vendors on an ongoing basis
  • Meets with departments and vendors to develop an understanding of their needs and to provide process assistance
  • Respects confidentiality of information of patients, guests, physicians, co-workers, and vendors on an ongoing basis.
  • Maintains and Updates Reports, Attends meetings, and Studies Market Trends
  • Maintains and submits required reports to management within designated timelines
  • Reports monthly any cost savings obtained as reviewed by the Manager
  • Attends departmental meetings
  • Interfaces directly with Manager in relation to procurement processes and assists the department with enhancements to existing and new processes
  • Attends seminars, courses, and professional organizational meetings
  • Performs Other Duties as Assigned by Management
  • Performs certain Buyer responsibilities during their absence assigned by the Manager, Assistant Director, and Director
  • Performs other job-related duties within the assigned timeframe assigned by the Manager, Assistant Director, and Director
  • Assists co-workers when needed


Qualifications:

  • Being fully vaccinated against COVID-19, including any booster dose(s) of the COVID-19 vaccine recommended by the Centers for Disease Control when eligible, is required for all employees at Texas Children’s unless approved for a medical or religious exemption
  • Associate's Degree in business or a related field
  • Required 2 years of supply chain experience 2 years experience with a Supply Chain ERP system, preferably PeopleSoft and with preferred experience in Healthcare


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