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Job ID: 201885
Category: Materials Management/Purchasing/Contracts Management
Work Type: FT
Location: Philadelphia, PA, United States
Work Schedule: Full time (8:30am – 5:00pm)

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Corporate Services

Department: Materials Management Purchasing Buyers

Location: Centre Square West Tower- 1500 Market Street

Hours: (must live reasonable distance from location) Remote, Full time (8:30am – 5:00pm)


Responsible for procure-to-pay process from requisition entry through invoice payment.


The Procurement Specialist will:

  • Place orders with vendors; confirm pricing and availability per department guidelines.
  • Communicate with requesting departments on any order not meeting delivery requirements.
  • Resolve invoice discrepancies for all orders placed and document as per department guidelines and metrics.



Functional Responsibilities:

  • Places orders with vendors accurately. Performs accurate order placement as defined by department procedures.
  • Expedites orders as necessary.
  • Confirms pricing and availability with three business days for automatic transmissions
  • Works any issues with assigned Purchased Orders. (Cost messages, invoice rejection)
  • Review requestor’s type X requisitions and execute next steps (rejection, approval, etc.
  • Review open order report in QSight, assessing backorders, etc. to understand current state.
  • Takes initiative to respond to inquiries regarding orders, resolves discrepancies relating to orders placed, and communicates with management on sending issues.
  • Contacts appropriate person, department of vendor when researching invoice discrepancies.
  • Manages GHX purchase order acknowldgements exceptions: 855’s
  • Manages Capital Purchase orders
  • Works buyer cost messages as per department procedure
  • Review special orders to ensure they are appropriate to be ordered as a special item. (not a duplicate)
  • Obtains accurate price on product(s)
  • Assists as backup to other teams, cross trains to assist on all commodity teams, and participates in team meetings and staff meetings.
  • Works open orders report. Assess other options, makes correction on the PO and addresses situation to ensure end user is provided what is needed.

Process and Metrics:

  • Assists in the development and implementation of new processes and metrics.
  • Meets department metrics for number of lines per month.
  • Resolves invoice issues within 60 days.

Customer Service:

  • Anticipates customers concerns and needs by asking if they need assistance, as required. Responds promptly and follows through to meet customer needs, as required
  • Takes initiative to respond to inquiries regarding orders.
  • Performs pricing confirmation and expedites orders as necessary

Relationship Management:

  • Builds relationships with the requestors
  • Customer service oriented and respond to customer with two hours.
  • Builds relationships with internal customers.
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
  • Other duties as assigned to support the unit, department, entity, and health system organization

Minimum Requirements

Required Education and Experience

  • H.S. Diploma/GED is required
  • 2+ years of experience in Purchasing or Materials Management is required
  • Associate's Degree in Business Administration, Finance, or Accounting is preferred

Required Skills and Abilities

  • TECHNOLOGY: Proficiency with Adobe Creative suite
  • TECHNOLOGY: Ability to use Microsoft Excel
  • TECHNOLOGY: Ability to use Microsoft Word
  • Ability to communicate effectively with all levels of staff
  • Demonstrated proficiency in using PC’s, Word, Excel

As part of our COVID-19 response, this position may currently be offering partial or full remote work. However, in the near future this position will require full or partial on-site work.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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