Description

Posting Details

Posting Summary

Job Title Clinical Materials & Compliance Specialist
Division Student Affairs Office
Department University Health Center
Work Status Full Time
Position Category Staff
FLSA
Pay Range Exempt
Salary Range $42,000 - $52,000 / year
Fund Source State Support
Job Summary
Reporting to the Associate Director of Operations, the Clinical Materials & Compliance Specialist serves as a key operational and regulatory leader within the University Health Center, responsible for ensuring that all clinical materials, medications, and associated processes consistently meet federal, state, and institutional standards for patient safety, regulatory compliance, and quality care delivery.

This role functions as the central authority for clinical materials management and compliance oversight, with responsibility for establishing, monitoring, and continuously improving systems related to inventory control, medication and supply lifecycle management, storage integrity, and expiration tracking. The Specialist ensures adherence to evidence-based standards, accrediting body requirements, and healthcare regulations (e.g., OSHA, HIPAA, CDC guidelines), while supporting clinical staff in maintaining proper material usage and documentation practices.

In addition, the position plays a proactive risk management role by identifying vulnerabilities in clinical workflows, mitigating compliance risks, and addressing gaps in documentation, storage protocols, and supply utilization. This includes conducting routine audits, supporting corrective action planning, and reinforcing accountability across clinical operations.

The Clinical Materials & Compliance Specialist is essential to sustaining regulatory readiness, strengthening internal controls, and advancing a culture of safety and continuous quality improvement-ultimately ensuring the delivery of high-quality, compliant, and patient-centered healthcare services within the University Health Center.

Job Duties

• Comprehensive Inventory & Supply Chain Management: Maintain accurate, real-time inventory of all medications, medical supplies, and clinical materials. Oversee end-to-end management of clinical and office supply inventory, including procurement, par level optimization, stock rotation (FIFO), and lifecycle tracking to ensure operational continuity and cost efficiency.
• Regulatory Compliance & Audit Readiness: Ensure all clinical materials, medications, and storage practices comply with federal, state, and institutional regulations (e.g., OSHA, HIPAA, CDC), maintaining continuous readiness for audits, inspections, and accreditation reviews.
• Storage, Handling & Environmental Monitoring: Monitor and enforce proper storage conditions (e.g., temperature, humidity, security), maintain required logs, and implement escalation protocols for any variances that impact safety or compliance.
• Expiration Control & Recall Management: Establish and maintain systems to track expiration dates, manage product recalls, and remove outdated or compromised materials to safeguard patient safety and reduce institutional risk.
• Quality Assurance & Compliance Auditing: Conduct routine audits of clinical materials usage, storage practices, and documentation; identify compliance gaps and partner with leadership to implement corrective and preventive actions.
• EMR Alignment & Documentation Integrity: Ensure accurate alignment between clinical material usage and EMR documentation, including charges, lab orders, and supply utilization, to support billing integrity, compliance, and accurate clinical records.
• Vendor Relations & Procurement Coordination: Serve as the primary liaison for vendors and suppliers (e.g., McKesson), managing ordering processes, resolving supply issues, mitigating backorders, and supporting cost containment strategies.
• Administrative & Office Supply Oversight: Manage non-clinical (office) supply inventory across departments, implementing tracking systems, maintaining appropriate stock levels, and promoting efficient resource utilization.
• Risk Management & Process Improvement: Proactively identify and mitigate risks related to clinical materials, documentation gaps, and supply chain disruptions; recommend and implement process improvements to strengthen operational controls.
• Training, Policy Implementation & Staff Accountability: Develop and deliver training on materials management, compliance standards, and documentation expectations; support policy implementation and reinforce accountability through ongoing monitoring and guidance.
• Administrative Duties: Provide front office coverage for the University Health Center, including greeting students, visitors, and vendors, while maintaining a professional, student-centered environment.Support check-in and intake processes, including verification of medical clearance status, insurance information, and required documentation prior to services. Processes student medical clearances to ensure full compliance with institutional, state, and regulatory requirements. Review and validate records; track deficiencies and communicate with students to ensure timely completion and clearance. Maintain accurate records in EMR, including documentation, scanning, and data integrity; generate status reports and support compliance holds.

Requested Minimum Qualifications
Education:
Associate's degree in Healthcare Administration, Nursing, Public Health, Supply Chain Management, or a related field; or an equivalent combination of education and relevant experience.

Experience:
Two (2) years of experience in a healthcare, clinical, or ambulatory care setting

Experience with inventory, supply chain, or clinical materials management

Experience with healthcare documentation systems or EMRs

Other Preferences for Consideration
Education Preferred:
Bachelor's degree in Healthcare Administration, Nursing, Public Health, Supply Chain Management, or a related field; or an equivalent combination of education and relevant experience.

Experience Preferred:
Experience in student health or outpatient settings

Knowledge of OSHA, infection control, medication storage, and compliance standards

Experience with quality assurance, compliance monitoring, audits, or regulatory readiness

Experience with clinical supply procurement, receiving, and verification processes

Licenses/Certifications Preferred:
Certified Materials & Resource Professional (CMRP) or similar
Clinical certification (e.g., CNA, Medical Assistant, LPN)
Training or certification in healthcare compliance, infection control, or safety standards

Knowledge, Skills & Abilities
Knowledge

• Knowledge of healthcare regulations and standards (e.g., OSHA, HIPAA, CDC, infection control, medication storage requirements)
• Knowledge of clinical materials management and supply chain operations, including inventory control, procurement, and lifecycle tracking
• Knowledge of quality assurance, compliance monitoring, and audit processes in a healthcare setting
• Knowledge of electronic medical records (EMR) systems and documentation integrity requirements (e.g., Point and Click Solutions)
• Knowledge of clinical workflows, including lab processes, medication handling, and patient care support operations
• Knowledge of risk management principles and regulatory readiness in ambulatory or outpatient environments

Skills

• Strong analytical and auditing skills to assess compliance gaps, interpret data, and implement corrective actions
• Proficiency in inventory management systems and tracking tools to maintain accurate, real-time supply levels
• Ability to manage multiple operational priorities with precision, particularly in high-volume clinical environments
• Effective communication and interpersonal skills to engage with clinical staff, vendors, and students
• Strong organizational and documentation skills to ensure accuracy, completeness, and audit readiness
• Problem-solving skills to identify inefficiencies and implement process improvements
• Ability to train and guide staff on compliance standards, materials handling, and documentation expectations

Abilities

• Ability to ensure continuous regulatory compliance and maintain audit readiness across all clinical materials and processes
• Ability to monitor and enforce proper storage, handling, and safety protocols for medications and supplies
• Ability to identify risks and implement proactive solutions to mitigate compliance and operational issues
• Ability to align clinical materials usage with EMR documentation to support billing accuracy and clinical integrity
• Ability to work collaboratively across clinical and administrative teams to support seamless operations
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive health information
• Ability to adapt to evolving healthcare regulations and operational needs while maintaining high standards of performance

Posting Detail Information

Posting Number ST01582
Number of Vacancies 1
Job Open Date 05/18/2026
Application Review Date
Job Close Date 06/18/2026
Special Instructions to Applicant
Please enter one professional and one personal reference in the References page of the application.

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Which best describes your experience managing clinical or medical supply inventory?
   • No experience
   • Limited exposure; assisted with tracking or ordering supplies
   • Managed inventory using basic systems (manual and electronic)
   • Independently managed inventory, including tracking, ordering, and stock levels
   • Led inventory operations, including par level optimization, expiration tracking, and process improvement
2. * Which of the following best reflects your experience with healthcare regulations (e.g., OSHA, HIPAA, infection control)?
   • No experience
   • Basic awareness but no direct application
   • Applied regulations in daily tasks with supervision
   • Independently ensured compliance in my role
   • Led compliance efforts, audits, or training related to regulatory standards
3. * What is your level of experience with audits and compliance monitoring?
   • No experience
   • Limited exposure to audits
   • Participated in audits when directed
   • Conducted audits and identified compliance issues
   • Led audits and implemented corrective action plans
4. * What is your experience working with electronic medical records (EMR) systems (e.g., Point and Click Solutions, EPIC, Medicat, All Scripts)?
   • No experience
   • Basic data entry experience
   • Regular use for documentation and record updates
   • Advanced use, including reporting and data validation
   • Expert-level use, including ensuring alignment between documentation, billing, and operations
5. * What is your experience working with vendors or suppliers?
   • No experience
   • Limited interaction
   • Regular communication for ordering supplies
   • Managed vendor relationships and resolved issues (e.g., backorders)
   • Oversaw vendor operations, negotiations, and supply chain strategy
6. * Which best describes your experience with process improvement or SOP development?
   • No experience
   • Followed existing procedures only
   • Provided input on process improvements
   • Developed or improved procedures/SOPs
   • Led process improvement initiatives with measurable outcomes

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts (unofficial )