Veterinary Hospital Inventory & Purchasing Manager

Position Overview:

As a Veterinary Purchasing/Inventory Manager, your primary responsibility is to oversee the purchasing and inventory management processes within a veterinary clinic or hospital. This role involves ensuring the availability of essential medications and supplies, maintaining compliance with regulatory standards, and optimizing inventory levels to support efficient operations.

Essential Functions:

Duties include, but are not limited to:

• Ordering medications and supplies in accordance with required stock levels.
• Matching purchase orders with invoices to verify correct item and quantities were received, entering items received and their costs in practice software.
• Daily coordination of the re-stocking of mobile veterinary units, practice pharmacy & large service initiatives.
• Weekly inventory check for specific items on mobile veterinary units.
• Monitor prescription inventory in all areas of the hospital for expired pharmaceuticals and rotate stock to prevent the dispensing of expired products.
• Participate in internal and external audits to assess compliance with regulatory standards • Proper inventory control, safeguard, costing, systematic & manual reconciliations and pricing/costing of products.
•  Accountable for quarterly inventory count, process & reporting on all practice pharmaceuticals (mobile and in hospital).
• Verify a valid doctor-client-patient relationship exists before filling client clinic or on-line pharmacy orders.
• Prepare, package and distribute medications as approved by the Doctors following dispensing requirements for client’s treatment regime and simple compounding of solutions and ointments when necessary.
• Package and ship lab samples via fed-ex in accordance with each laboratory’s requirements
• Lab results sent to doctors.
• Compiling electronic Health Certificates for doctors.
• Meet with most vendor representatives, evaluate specials, collect information about new products and deal with returns
• Discuss and answer questions regarding administration or application of medications and products and their potential side effects with clients as directed by veterinarians.
• Answer phone calls for patient refill requests and pharmacy related business. Direct inquiries to other team members.
• Fax prescriptions to outside pharmacies as requested.
• Keep up to date and accurate medical records.
• Invoice medications, supplies, and collect payment.
• Oversee medical waste in Illinois is packaged and picked up according to schedule

Competencies:

• Analytical skills; strong ability to analyze information quickly and efficiently as it relates to the pharmacy and inventory
• Leadership; ability to effectively manage and direct hospital staff towards a common goal
• Decision-making skills; possess the ability to make good decisions, solve problems, and decide on essential matters.
• Communications; demonstrate the ability to communicate, orally, and in writing, effectively to convene necessary information to hospital staff.
• Resourcefulness and adaptability; the ability to take the initiative and get things done as well as the ability to adapt to changes or new information
• Compliance; ability to understand and manage important compliance regulations and requirements of the hospital
• Planning and prioritizing; must be able to organize work efficiently, set priorities, and establish plans and timetables for achieving goals.

Qualifications:

• A background in animal science or experience working in the veterinary industry is required.
• May consider and equivalent combination of education, certification, training, and/or experience

Position Knowledge and Skill Requirement:

• Ability to provide customer service in a courteous, prompt, and efficient manner
• Computer proficiency in using Microsoft Office Products (Word, Outlook, and Excel) and applicable organization specific software
• Establish and maintain productive and cooperative working relationships • Active time management and organizational skills to complete work promptly
• A general knowledge of pharmacy/inventory practices and procedures
• The ability to learn and understand medical terminology and procedures, spell, alphabetize, count and perform necessary mathematics.
• The ability to multi-task in a fast paced environment, prioritize and delegate, remain focused and detail-orientated while working in order to ensure high quality performance.
• The ability to respect confidentiality of company and client/patient data
• Ability to work independently
• Strong organizational, record keeping and communication skills are necessary
• Some tasks involve the periodic performance of moderately physically demanding work, usually involving lifting or carrying moderately heavy items (up to 50 pounds)
• Other duties and responsibilities as assigned by management Additional Information: The list of essential functions, as outlined in this job description, is intended to be representative of the tasks performed within this classification. The omission of any job function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.