Position Title: Inventory and Support Specialist

Ministry: St. Mary’s Health Clinics

Reports to (title): Administrative Director

FLSA Classification:

 ☐   Salary       ☒   Hourly  (would consider some hybrid hours)

Date Created / Revised: October 2025

 

Job Summary:

The Inventory and support specialist is responsible for overseeing clinic supply needs, helping to prepare medications and supplies for clinic sessions, inventory procurement and management, and providing operational support to include data entry, clinic master scheduling and volunteer entry and coordination.

 

Job Responsibilities:

 Inventory Management

  • Oversee inventory management: ordering supplies and maintaining adequate stock for clinic needs, record keeping related to inventory, communicating essential information to staff and clinic teams

  • Ordering and inventory tracking of medications, including insulin

  • Monitor purchase and tracking of supplies and medications, overseeing the reordering process

  • Developing and/or modifying logistics processes and guidelines as necessary

  • Establishing relationships and working with vendors to promote efficiency and cost effectiveness

  • Forms and document management, reviewing and managing supply of documents used in the clinical setting or voucher usage, working with partners to maintain current and adequate supply

  • Preparing daily clinic supply needs, patient records and other clinic supplies for each clinic session, working closely with the assigned staff for each clinic site

  • Prepare reports and information related to inventory management as requested by leadership

  • Instruct staff on inventory supplies, inventory management and processes related to supply distribution and management

  • Communicate with the staff, any needs related to clinic supplies, revisions, medicine availability, changes, etc.

  • Scheduling and coordinating schedules for volunteer drivers and laboratory specimen transportation

  • Managing safe and secure storage for supplies and medications, including refrigerator temperature monitoring

  •   Monitoring expiration dates on all supplies requiring such monitoring

  • Serve as a primary contact for medication and medical supply needs, establish rapport with vendors and community members

    Operations support:

  • Data entry for assigned projects and areas of responsibility

  • In preparation for future clinic appointments, set up clinic schedule appointment slots for appointments up to six months ahead of present date

  •    Lead the volunteer application and scheduling process, especially for clinic support staff and physicians.

  • Assist with ordering and management of outreach supplies

  • Assist with mail pick-up and delivery

  • Attend meetings with clinical staff to maintain effective communication and discussion of issues related to clinic environments

  • Arrange and provide for supply needs at community events

  • Monitoring expiration dates on all supplies requiring such monitoring

  • Provide assistance as needed to non-clinical personnel at clinics such as helping with admitting, driving medical records when necessary and as available

  • Special projects as assigned

  • Serve as a primary liaison with St. Catherine University for clinic supplies

  • Identifying and providing resources necessary for office volunteer workers

  • Assist at clinics and community outreach events outside of normal business hours such as evenings or weekends as needed.

  • Attend social events that support St. Mary’s Health Clinics in getting the word out about its mission and promote team building i.e. donor engagement, events, SeptemberFest, and staff engagement events.

 

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of this position.

 

Minimum Qualifications:

Education:

  • Minimum of High School Diploma, two-year associate degree or higher preferred

Experience:

3 years support work in a health care role or office work environment such as unit clerk, supply management, clinic assistant, receptionist, etc.

Skills:

  • Basic knowledge of health care accounting, medical language and basic office business functions

  • Able to multi-task and oversee several facets of the role happening at the same time.

  • Must be flexible and able to adapt to needs that may change on short notice.

  • Represent St. Mary’s Health Clinics in community or partner environments in a professional manner

  • Detail oriented, excellent organizational skills and time management skills

  • Knowledge of inventory management and record keeping 

  • Prudent fiscal responsibilities, seeking optimal pricing and vendor relationships and expense management

  • Excellent communication skills, verbal and written, working with varied roles and personalities

  • Work effective as a team member and/or independently in response to situational needs

  • Ability to work in a hectic and fast paced environment, dealing with unexpected changes or challenges

  • Technology skills relevant to inventory management, supply monitoring, payables and receivables

  • Problem solving skills and ability to adapt to a changing environment or situation

Licenses / Certificates:

  • Valid driver’s license and reliable vehicle to use for clinic visits or deliveries

Technology / Equipment (if applicable, the proficiencies required to perform the job):

  • Microsoft Office skills

 

Preferred Qualifications:

  • Medical certification

  • Spanish fluency a plus, conversational Spanish helpful

 

Physical Demands:

The requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards.

  • Ability to maintain regular, punctual attendance.

  • Able to sit/stand for extended periods of time with desk work or attendance at a clinic or an event representing SMHC

  • Walk to/from vehicle to clinic sites

  • Lift/transport essential materials to clinics or meeting site, up to 40 pounds

  • Ability to perform work in office setting with amidst others’ presence and conversations

 

 Send cover letter and resume to: apply@csjstpaul.org

 

*This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.
Sisters of St. Joseph of Carondelet and St. Mary’s Health Clinics retains the discretion to add duties or change the duties of this position at any time.