PHARMACEUTICAL PROCUREMENT SPECIALIST

The Pharmaceutical Procurement Specialist at Graves Gilbert Clinic in Bowling Green, KY, is responsible for the timely and cost-effective procurement of pharmaceuticals. Key duties include managing orders, vendor relations, compliance with regulations, and inventory optimization. The role requires proficiency in technology and collaboration with various teams to enhance patient care and ensure compliance. Continuous improvement and financial stewardship are also emphasized.
The Pharmaceutical Procurement Specialist plays a pivotal role in ensuring the timely, cost[1]effective, and regulatory-compliant procurement of pharmaceuticals for all Graves Gilbert Clinic (GGC) locations. This position supports both onsite and offsite operations, working to enhance patient care through effective inventory management, strategic sourcing, and seamless collaboration across departments.

Key Responsibilities:

Procurement & Supply Chain Operations
• Place all sourced orders for assigned pharmaceutical vendors.
• Serve as the primary point of contact for designated vendors, resolving issues related to sourced items.
• Maintain organized and up-to-date files for product information and purchase orders.
• Monitor price changes, challenge unjustified increases, and ensure all pricing documentation is accurately recorded in procurement systems.
• Resolve invoice discrepancies and ensure compliant purchasing practices.
• Partner with the sourcing team to ensure timely updates and smooth procure-to-pay processing.
• Maintain ethical and professional relationships with vendor representatives in alignment with company policies.
• Ensure critical medications are consistently available and inventory is optimized.
• Contribute to continuous improvement initiatives focused on cost efficiency, service quality, and process optimization.

Technology & Computer Skills
• Excel: Proficient in spreadsheets, including VLOOKUPs, Pivot Tables, and Charts.
• Word: Ability to draft and modify documents.
• Outlook: Proficient in managing emails, calendars, and folders.
• PowerPoint: Create and update presentation slides.
• Teams: Participate in virtual meetings, store files, and utilize chat features effectively.

Collaboration & Communication
• Collaborate with clinical, administrative, and operational teams to align procurement with GGC’s goals.
• Work with clinical staff to forecast pharmaceutical demand based on usage trends.
• Communicate proactively with stakeholders on procurement status, pricing updates, and rebate opportunities.

Compliance & Documentation
• Ensure all pharmaceutical purchases comply with FDA, DEA, MHRA, and other regulatory standards.
• Keep current with federal, state, and local procurement regulations.
• Maintain accurate documentation to support audits and reporting needs.
• Collaborate with pharmacy and quality teams to ensure safety and compliance in purchasing decisions.

Optimization & Innovation
• Assess supply chain processes regularly for efficiency and risk mitigation.
• Analyze procurement data to identify and implement areas of improvement.
• Drive innovation by implementing at least one major process improvement or technology advancement per year.
• Encourage feedback and support a culture of continuous improvement and cross-training. Inventory & Risk Management
• Proactively manage pharmaceutical inventory to prevent shortages.
• Work with clinical teams and leadership to accurately forecast demand and mitigate risks.
• Develop contingency strategies with multiple suppliers to ensure uninterrupted supply. Financial Stewardship
• Source pharmaceuticals at competitive prices while maintaining quality and compliance. · Monitor procurement expenditures and ensure adherence to budgetary limits.
• Maximize rebates and discounts through strategic vendor relationships.
• Clearly communicate financial opportunities and risks with finance, pharmacy, and leadership teams.

Qualifications:
• Strong analytical and problem-solving skills
• Ability to work independently and handle stressful environments
• Exceptional attention to detail and organizational skills
• Excellent written and verbal communication
• Ability to work cross-functionally and maintain effective relationships

Physical Requirements
• Manual dexterity to operate office equipment
• Periods of sitting, standing, and walking across clinic locations
• Must have vision corrected to normal range and ability to communicate clearly
• Must have reliable transportation for travel between GGC locations

Education:
• Bachelor’s degree in Supply Chain Management, Business, Pharmacy, or a related field.
• Four (4) additional years of directly related experience in supply chain or pharmacy inventory control may substitute for the degree requirement.
• Certified Pharmacy Technician (CPhT) – required (must be verified through the Pharmacy Technician Certification Board - PTCB)