Clinical Materials & Compliance Specialist

Salary Range

$42,000 – $52,000 / year

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 Number: ST01582

Number of Vacancies: 1

Special Instructions to Applicant

Please enter one professional
and one personal reference in the References page of the application.

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