SCM Manager

Under the general direction of the Administrative Director, the incumbent is responsible for supervising personnel and managing operations and budget in the Specimen Collection and Management division of the ZSFG Clinical Laboratory. This includes phlebotomy services, specimen handling and processing, inquiries (information), customer service, send-outs, and logistics for referral lab testing. Responsible for managing and coaching a team of hospital laboratory technicians in a fast-paced environment; maintaining adequate staffing levels by scheduling coverage and evaluating workload for 24 hours/7-day operation; reviews and updates existing procedures and teaching materials to employees, CLS, and phlebotomy students; responsible for quality assurance and performance/process improvement in SCM.

Involves management of the pre-analytical section of the ZSFG Clinical Laboratory, including the OPD and the Send-out departments. Knowledge in laboratory medicine required, including, but not limited to, chemistry, blood banking, hematology, microbiology, or immunology. May also require knowledge of highly technical sub-specialty areas, such as, but not limited to, enzyme assay, steroid assay, radioimmunoassay, toxicology, electrophoresis, rheumatology, tissue typing, virology, sequencing, genomics, precision medicine, and other specialized send-out/reference lab/ specialty lab testing.

Collaborate and coordinate with the various divisions of the Laboratory, other ZSFG departments, affiliated hospitals, health centers, clinics, and outreach clients. Important job functions include ensuring optimal quality, safety, and efficiency across all supervised functions, as well as compliance with regulatory requirements. It is expected that all duties be performed in a manner that reflects the team concept and the UCSF and ZSFG missions, visions, and values.

Administrative and Technical Responsibilities

• Manage all aspects of the Clinical Laboratory Specimen Collection and Management Division, including supervision of all personnel, maintaining schedules, staffing levels, and enforcing all applicable regulations.
• Manage clinical laboratory staff to achieve department objectives through defining individual goals, administering schedules, and reviewing work to meet quality requirements.
• Supervise the SCM department’s supervisors, HLT2, and HLT1 employees in the SCM.
• Recommends changes in staffing, executes recruiting and onboarding, and verifies new hires meet standards. Updates job descriptions and career series to maintain accuracy. Conducts performance evaluations and defines development goals. Updates job descriptions.
• Take appropriate disciplinary actions, conferring with the Administrative Director as necessary.
• Provide documentation for HR to maintain personnel files.
• Ensure continuing education for staff pertaining to their responsibilities; schedule refresher sessions, seminars, and workshops to keep staff current on new developments.
• Conducts performance evaluations, defines development goals, and promotes professional growth and advancement for clinical laboratory staff.
• Works collaboratively with Labor Relations on bargaining unit issues and contract negotiations at the local level. Facilitates and oversees the resolution of human resources, labor relations, employee safety, and risk management issues.
• Coach and mentor supervisors to strengthen their management capabilities and drive operational success.

Operations

• Schedule coverage and evaluate workload for 24h / 7d operation, which includes outpatient phlebotomy and specimen processing for Chemistry, Hematology, relevant Microbiology/Serology, and other testing at ZSFG as required.
• Coordinate activities and responsibilities of supervisory personnel.
• Maintain adequate staffing levels; justify and assign overtime.
• Oversees daily operations of laboratory to ensure compliance with procedures and quality systems. Collaborates within and across departments and divisions within the clinical laboratory to resolve problems and coordinate lab-related activities. Independently resolves operational issues within the latitude of guidelines and policies.
• Enforce local, state, and federal regulations, UCSF, and ZSFG Clinical Laboratory policies and procedures.
• Conduct routine staff meetings and participate in other Lab/Hospital meetings as necessary.
• Act as a liaison with appropriate ZSFG, Clinic, and Health Center personnel regarding customer service, phlebotomy, and specimen collection, transport, acceptance, processing, aspects of result reporting, referred or send out testing, and information management.
• Coordinate customer service functions of the Laboratory with the Administrative Director and other Laboratory Divisions.
• Provides input for short and long-range laboratory goals. Participates in the development and implementation of operating procedures to ensure quality laboratory services and equipment. Directs data collection and analysis, using data to support proposals for improved operations.
• Knowledgeable and competently performs all routine and special technical duties in the assigned department/s, including receiving, processing samples, and familiarity with managing and troubleshooting the automation line as needed.
• Actively maintain technical knowledge, competencies, and skills in laboratory medicine, information systems, billing, and technology.
• Assist and facilitate communication/coordination between the laboratory and clinical providers/ external clients/ vendors on initiatives and issues.
• Manage inventory control within the department.
• Drive department projects successfully to completion within set deadlines.
• Assist, guide, and direct supervisors as needed.
• Work effectively with the department’s employees to meet department goals.
• Has full knowledge of the supervisors’ responsibilities, processes, and projects that are directly related to the department.
• Assist in training and/or teaching employees, CLS students/trainees, residents, and medical students, as needed.
• Demonstrate independence and utility of critical thinking skills in decision-making as well as in resolving issues.

Quality Assurance and Performance Improvement Responsibilities

• Ensure the department has all the policies required by regulatory agencies to support and maintain operations.
• Primary responsible for responding to state and/or regulatory inspectors during department inspections.
• Monitor all key metrics and performance indicators relevant to the department. Ensure performance improvement is implemented to optimize safety, efficiency, and productivity.
• Supervise review of testing performed, requisition forms, and computer summaries. Ensure that all shifts in the division review work and that complete documentation of quality assurance projects is maintained in all areas.
• Maintain quality assurance, regularly review work by all shifts, and document findings.
• Investigate, generate reports of findings, and propose process improvements for reported events/ adverse events and for quality management in the area overseen.
• Prepare reports and data analysis for the Laboratory Director and the Administrative Director Manager as requested.

Technical Responsibilities

• Represent the clinical specialty division in its interactions with other Clinical Laboratory departments for committees, projects, and collaborative efforts.
• Implement training programs for laboratory staff. Leads supervisors in educating and developing personnel. Provides technical support on complex laboratory techniques and procedures. Serves as an educational resource for all laboratory professionals and students.
• Remain current with new methodologies and advances in the field of specimen processing, automation, and phlebotomy procedures and regulations.

Fiscal Responsibilities

• Prepare justification and budgets for equipment or supplies as needed.
• Keep records necessary for workload recording, billing, and budgeting.
• Ensure that regular inventories of supplies and consumables are completed.
• Approve, monitor, and justify overtime.
• Supervise ordering of supplies and monitor expenditures.
• Prepare new equipment justifications as needed.
• Interact with the Administrative Director to develop new purchasing contracts for supplies and consumables as necessary.
• Responsible for the management of all contracts primarily impacting the department.
• Engage and implement directives and initiatives on cost reduction and revenue generation.
• Actively involved in laboratory billing, including policies and processes, to ensure that the lab receives the appropriate payment/ reimbursements for all services rendered by the laboratory, while maintaining billing compliance.
• Ensure that the department operates within the budget specified. Provide a data-driven, objective, fair, and reasonable justification for any overages.
• Fiscally responsible for department resources (operational, financial, and human).

Training and Teaching

• Ensure complete technical and organizational orientation of new personnel.
• Schedule training workshops, seminars, or refresher sessions as needed to keep all personnel current on procedural changes, computer changes, new techniques, and new instrumentation.
• Ensure training of all personnel in the division in current safety procedures and policies, and enforce appropriate safety policies for the protection of personnel, patients, and visitors.
• Inform medical staff of changes in laboratory procedures, referred test protocols, and answer questions about available laboratory services.
• Oversee training of CLS students, Phlebotomy students, and residents on SCM and Send Out procedures.
• Contribute to training programs for medical and professional staff, if requested.

Other Duties as Assigned

• Takes on other duties as assigned by the Administrative Director or Laboratory Director.
• Job responsibilities and assignments may change to meet the ever-changing needs of the laboratory.

Knowledge, Skills, and Abilities

• Graduation from college with a bachelor’s degree with a major in an appropriate scientific field. Required
• Possession of a California Clinical Laboratory Scientist License issued by the State Department of Health. Required
• Minimum of three years of recent (within the last 5 years) experience supervising in a clinical lab. Required
• Knowledge and experience working in the preanalytical area of the clinical laboratory. Required
• A minimum of 5 years of work experience as a Licensed CLS performing testing in the Core Laboratory (Chemistry, Hematology, Coagulation, Urinalysis, Special Chemistry). Required
• Possess subject matter expertise with clinical laboratory accreditation standards and with practical methods for achieving and maintaining regulatory compliance. Required
• Proficiency in using Microsoft Word and Excel. Required
• Possess laboratory computer skills adequate to perform the position responsibilities. Required
• Possess excellent skills in interpersonal communication, customer service, and conflict management. Required
• Able to compile and critically analyze information relevant to the responsibilities of the position and effectively communicate findings both verbally and in written reports. Required
• Able to write clear and understandable technical procedures. Required
• Able to effectively facilitate the implementation of process changes in a complex environment. Required
• Able to work independently, under pressure; recognize and resolve problems while maintaining a high level of organization. Required
• Able to effectively teach, coach, assess competency, and provide high-quality feedback for staff and students. Required
• Able to effectively manage change in a complex environment and conflict in the workplace. Preferred
• Experience managing personnel in a collective bargaining environment. Preferred
• Able to effectively lead and supervise a diverse group of clinical laboratory personnel. Preferred
• Proficiency in using the Laboratory Information System and any associated software applications, and middleware used by the Clinical Laboratory and both ZSFG and UCSF Institutions. Preferred
• Experience with using electronic document management software. Preferred

For questions, please email mariaazita.prijoles@ucsf.edu.