Procurement Coordinator - Cord Blood Bank

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. The Procurement Coordinator Cord Blood Bank plays a critical role in supporting specialized operations that contribute to patient care, research, and the management of high-quality cellular therapy resources. The Procurement Coordinator Cord Blood Bank is responsible for coordinating procurement, inventory management, vendor relationships, and supply distribution activities that support the Cord Blood Bank program.

The Cord Blood Bank supports the collection, processing, storage, and distribution of cord blood units through a highly regulated operational environment. Within this setting, the Procurement Coordinator Cord Blood Bank ensures that supplies, reagents, equipment, and collection kits are available, qualified, documented, and distributed in accordance with regulatory requirements, current Good Manufacturing Practices (GMP), and established standard operating procedures.

SUMMARY
The primary purpose of the Procurement Coordinator position is to procure supplies, reagents and equipment for the Cord Blood Bank program including purchasing activities, monitoring receivables and distribution of supplies to the cleanroom facility, administrative area and off-site collection hospitals. Using established systems and procedures to ensure inventory levels are monitored and maintained, purchases are received and qualified for clinical use, and inventory records are accurate.

The ideal candidate will possess strong mathematical and advanced Excel skills, experience with data management, and a background in laboratory or clinical laboratory environments. They will also have experience with supply ordering, submitting purchase orders, and managing lab-related ordering processes. Additionally, experience with various job-specific platforms is also preferred.

Salary Range\: Minimum $45,500 - Midpoint $57,000 - Maximum $68,500
Typical Work Schedule\: Monday - Friday, 8 hour shift between 8am - 6pm.
Work Location\: 100% onsite.

Why Us?
At UT MD Anderson, this role supports the critical operations of the Cord Blood Bank through management of supplies, equipment, inventory controls, and vendor relationships that help ensure continuity, quality, and regulatory compliance. Team members have opportunities to expand expertise in procurement, supply chain management, laboratory operations, and regulated healthcare environments while contributing to an organization dedicated to advancing cancer care, research, education, and prevention.

• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

JOB SPECIFIC COMPETENCIES

Inventory Management

• Responsible for the procurement of all supplies and qualification of all supplies, reagents and equipment from external vendors used by the Cord Blood Bank (CBB) following established institutional and CBB policies and procedures.
• Maintain certificates of analysis for each supply and reagent, by lot, for traceability.
• Work with vendors to negotiate pricing and solicit bids, ensuring conformance with institutional policy.
• Identify backup suppliers and vendors for all critical supplies.
• Support growth of CBB operations through identification of new and/or alternative supplies and reagents, change requests and associated risk analysis.
• Responsible for the procurement, development of qualifications and associated documentation, space planning and PAR level establishment.
• Initiate and maintain standing orders and purchase orders, monitoring account balances to ensure sufficient funds are available.
• Track placement and delivery of orders resolving any invoice exceptions including follow-up with supply chain management and/or accounts payable to ensure adjustments and/or corrections are made accurately and in a timely manner.
• Participate in quarterly audits for supply vendor compliance.
• Prepare and maintain accurate documentation, concurrently, to permit full traceability of supplies, reagents and equipment from order to release for use.
• Support contract negotiations and subsequent follow-up for equipment and reagents, acquiring knowledge of best practices and vendor availability to ensure best purchase price.
• Closely monitor and communicate contract renewal timelines for equipment, reagent rentals, service agreements, supplies and reagents, etc. to prevent lapses in coverage and pricing.
• Monitor phone calls for loading dock deliveries. Receive all supply deliveries and distribute to appropriate area.
• Work with CBB team, administrative, laboratory, collection and materials management to establish and maintain monitoring system for tracking inventory and PAR levels.
• Restock and rotate supplies and reagents in inventory area, ensuring minimal levels to maintain activities of the CBB using a first in, first out approach as detailed in inventory management procedures.
• Manage and restock basic items, including linen, as required for cleanroom facility.
• Qualify and release items for use, per FDA regulations, current Good Manufacturing Practices (GMP) and CBB policies and standard operating procedures (SOP). Properly file electronic copies of all certificates of analysis and manufacturer’s instructions for supplies received.
• Enter supply orders in institutional system and assist with tracking and receipt of incoming orders.
• Manage Critical Supplies, Vendors and Equipment in validated electronic application (InvyTrack).
• Create records for new supply entry and batch records.
• Create and dispense lot labels.
• Create and/or approve distribution records.
• Create records for receipt, quarantine, equipment, manage data for existing equipment as well as retirement of equipment.
• Create and maintain records for vendors of all critical supplies.
• Generate and review reporting for supply utilization, expired supplies, equipment summaries and manufacturer/vendor lists. Audit to ensure accuracy.
• Create and dispense formulation labels; affix the corresponding labels accurately to all critical supplies and formulation kits.
  

Manage the receipt, assembly and distribution of supply orders designated for all CBB Collection sites\:

• Ensure that supply orders are reviewed and filled upon request.
• Ensure that inventory orders are packaged and prepared for delivery with approved couriers according to schedule.
• Ensure that accurate documentation of orders is maintained and distributed with inventory concurrently with the activities.
• Optimize Collection Kit program for distribution of kit formulations across all collection sites, including remote sites.
• Manage kit manufacturing schedule to ensure par levels for all collection kit totes are established and maintained to support operations at 14 collection sites.
• Ensure accuracy is maintained using the inventory tracking system to create formulations and dispense inventory to sites.
• Ensure all shipment and transport totes are rotated back to remote collection sites, utilizing institutional shipping vendor platform to schedule and ship in the most cost effective and timely manner.
• Monitor condition of transport totes for cord blood units and samples and work with Quality unit to retire and replace as necessary.
• Work with Quality unit to manage required documents and labels for each site.

Financial Management, Reconciliation and Budget

• Communicate closely with laboratory and operations personnel to adjust PAR levels to support changes in anticipated workloads.
• Coordinate purchase or rental of capital equipment for the laboratory and administrative offices.
• Initiate and complete work request forms for changes/repairs, obtaining cost estimates for approval.
• Perform ProCard reconciliations and ensure ProCard deadlines are met.
• Review open Purchase Orders monthly for all Cord Blood Bank service accounts and critical suppliers.
• Review GL to ensure all HUB qualified purchases have appropriate documentation attached and participate in quarterly/annual review meetings for HUB spend.

• Participate in monthly Portfolio Meetings with Sourcing and Contracts to review status of ongoing contract and purchasing negotiations.

  Physical Demands

  	Frequency	Weight
  Bending/Stooping	Occasionally 11- 33%	--
  Carrying	Occasionally 11- 33%	Up to 5 lbs
  Carrying	Occasionally 11- 33%	5 - 10 lbs
  Carrying	Occasionally 11- 33%	10 - 20 lbs
  Climbing	Rarely 1 - 2%	--
  Crawling	Rarely 1 - 2%	--
  Eye/Hand Coordination	Frequent 34 - 66%	--
  Handling	Seldom 3 - 10%	--
  Keyboarding	Frequent 34 - 66%	--
  Kneeling	Rarely 1-2%	--
  Lifting	Occasionally 11- 33%	Up to 5 lbs
  Lifting	Occasionally 11- 33%	5 -10 lbs
  Lifting	Occasionally 11- 33%	10 - 20 lbs
  Pushing/Pulling	Seldom 3 - 10%	Up to 5 lbs
  Pushing/Pulling	Seldom 3 - 10%	5 - 10 lbs
  Pushing/Pulling	Seldom 3 - 10%	10 - 20 lbs
  Reaching	Occasionally 11-33%	--
  Sitting	Frequent 34 - 66%	--
  Squatting	Seldom 3 - 10%	--
  Standing	Frequent 34 - 66%	--
  Walking	Frequent 34 - 66%	--