Member Services - Member Support Associate

Member Support Associate (Eastern Ontario)

Mohawk Medbuy Corporation (MMC) is a national, not-for-profit, shared services organization that supports hundreds of health care providers across Canada, as well as child welfare agencies and other public sector organizations. MMC provides value-driven contracting and procurement solutions for medical/surgical supplies, pharmaceutical products, local sourcing, capital (equipment, FF&E and redevelopment) and nutrition solutions. Other services include data analytics, in-hospital support, warehousing/logistics, technology, procure-to-pay, and accounts payable.

MMC is actively supporting the creation of a resilient value chain that incorporates environmental social, and economic wellbeing – and fosters the participation of Indigenous businesses. Based in Burlington, ON, MMC operates regional hubs in Toronto, Thunder Bay, Kingston, Brantford and London as well as a hub and distribution centre in Oakville.

We are currently recruiting for a full-time Member Support Associate to support our Member Services team at our Kingston office.

Position Overview

The Member Support Associate is a key resource for our Hospitals to leverage a wide range of MMC services. This role assists with first-contact resolution whenever possible and funnels intake requests effectively. It is responsible for facilitating lower-value, lower-risk profile (generally <$121K), collaborative sourcing / capital sourcing activity and liaising between MMC Sourcing Teams and key stakeholders within the Hospital. The role leads and manages the required sourcing tasks that would otherwise be completed by in-house Materials Management (MM) teams in hospitals who maintain their own MM teams.  These activities are necessary to ensure an effective sourcing event and positive experience by Member Hospitals.

Key Responsibilities

General Query Support

• Create intake ticket to log outreach for support from Hospitals and MMC
• Monitor ticket resolution and follow-up to ensure timely support to Members as needed
• Contract queries from customers (look-up, general-inquiries)
• System navigation assistance / look-up (e.g. MMC Portal, MitigAID, SubHub)
• Advising on process per hospital’s Procurement Policy and BPSD
• Advising on hospital SADP for approvals of requisitions and contracts
• Facilitate resolution of queries with other MMC service streams as needed

Sourcing Initiative Planning facilitation

• Engage and advise Hospitals of upcoming Sourcing Initiatives
• Liaise with MMC Bid Administrator on behalf of Member
• Provide financial analysis (cost center) by category/by site to ensure engagement of proper stakeholders within the hospital
• Obtain Member approval to confirm participation
• For net-new project requests: gathering SAF info and ensuring appropriate budgetary sign off
• Entering net-new project requests in MMC intake tool

RFP Development facilitation

• Obtain Hospital names to Participate in Strategic and Clinical Working Groups
• Act as escalation point for Bid Administrator to expedite completion of outstanding RFP scoring

Contract Development & Sign off (resulting from RFx or Other) facilitation

• Draft Briefing note and/or draft hospital-specific cover page
• Obtain Member approvals and signatures, routing electronically
• Enable completion of LOCs (Letters of Commitment)

Contract Lifecycle Management facilitation

• Receive hand-off from Sourcing if Purchase order requisition support is required, as applicable
• Credits / Billing issue resolution with hospital AP teams

Other

• Manage the maintenance of the hospital SADP and advise on required signatures
• Occasional support for Hospital planning committees / forums
• Facilitate any customization required for a specific hospital such as member-specific documentation required if a collaborative RFP time change results in lapse of coverage (e.g. Limited Tender, Executive Summary)
• Other support as required 

Qualifications and Skills

• Post secondary degree or diploma
• 1 – 2 years’ experience in a purchasing/sourcing environment preferred
• Excellent interpersonal skills with a high concentration on Customer Service
• Advanced knowledge of MS Office
• Ability to work collaboratively as part of an integrated team
• Proven organizational and time management skills
• Knowledge of suppliers and dealing with people in differing levels of profession/position
• Self-starter, highly motivated, works well without constant supervision
• Knowledge/experience in materials provisioning and understanding of business and legal issues
• Previous experience with Contract Lifecycle Management Software
• Strong project management skills to manage several multi-hospital initiatives simultaneously
• Familiarity with healthcare supply chain/procurement, especially managing a competitive process, contracts, and resources
• Public sector procurement experience (Broader Public Sector and Ontario Public Service Procurement Directives RFx) an asset
• Understanding of end-to-end supply chain services an asset
• Familiarity with online RFx software (i.e., Bonfire / Biddingo) an asset
• Certified Supply Chain Management Professional (CSCMP), Certified Public Procurement Officer (CPPO) or Certified Public Procurement Buyer (CPPB) an asset

Travel

• Must have the ability to travel to Mohawk Medbuy offices and to Hospital locations if needed.

As a condition of employment, you are required to submit proof of full COVID-19 vaccination to Human Resources.

Mohawk Medbuy is a HOOPP employer offering a competitive salary, comprehensive benefits package and flexible remote work policy.

Qualified candidates with a desire to join our innovative team are invited to submit their application here.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should any accommodation be required. Mohawk Medbuy is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA).