Instrument Coordinator Medical Device Reprocessing Department

Union: Non-union
Number of vacancies: 1
New or Replacement Position: Replacement
Site: Toronto General Hospital/Toronto Western Hospital
Department: Medical Device Reprocessing
Reports to: Manager
Hours: 37.5 hours per week
Wage Range: $68932 - $103409 per annum
Shifts: Monday to Friday; 0800-1600
Status: Permanent Full-Time
Closing Date: August 28 2026

Position Summary

The MDRD Instrument Coordinator is responsible for storage organization cataloging ordering/purchasing of instrumentation  used to deliver patient care (surgical or clinical) across the MDRD sites.  This individual is also responsible for the facilitation of repairs of those instruments in conjunction with Medical Engineering ensuring transparency for all involved around trays out of service.  In addition the MDRD Instrument Coordinator will be intricately involved in yearly capital orders and taking possession of those instruments upon arrival to UHN.

The Instrument Coordinator must be able to resolve broad problems related to instruments. Participates in daily huddles and weekly meetings to discuss instrument shortages and impacts with larger group stakeholders such as Medical Engineering and other clinical teams.

Duties

• Coordinate instrumentation needed for the following day with the OR schedule. This includes capturing all of the booked and add-on procedures.
• Responsible for completion and accuracy of new instrument sets
• Assist OR PCCs and MDRD Leadership with instrumentation projects building instrument trays documenting manufacturer recommendations and getting new trays into circulation
• Maintain a well-organized instrument storage area controlling and minimizing peel-pouched instrumentation by managing the acquisition of ridged containers.
• Order and maintain inventory of common instrumentation that MDRD has budget for (OR and Floor grade) ordering tracking and receiving of surgical instruments/supplies physical set building vendor/OR coordinating around instrument replacement broken instruments backup inventory maintenance and cataloging maintaining an adequate level of instruments necessary for the efficient functioning of customer departments.
• Coordinates monitors and controls instrument inventory for assigned area. Serves as a resource and liaison for staff physicians surgeons and vendors regarding purchasing materials management and troubleshooting inventory problems.
• Reviews storage shelving on a quarterly basis for outdates greater than 1 year and communicates ongoing necessity of instruments with end user.
• Ensure timely ordering and/or replacement of needed used damaged or obsolete items.
• Participates in physical bi-annual inventory counts & validate with quotas in instrument tracking system.
• Organizing instrumentation sterile storage locations.
• Work and coordinate with Capital Planning Group for materials and capital purchasing of instruments rigid trays etc. Determine appropriate container size for instrument containers assesses needs for custom made instrument carriers weigh and assemble instrument sets according to AAMI standards.
• Assessment and evaluation of instrument tray packaging and weight determine appropriate size of new instrument containers.
• Maintains the inventory status of and provides for ongoing monitoring of supplies materials instruments to acquisition and replacement of new instruments and damaged or missing instruments. Prepare instrument refurbishing schedules (e.g Scissor Sharpening etc.) Account for instrumentation released and received for refurbishing. Pull and document surgical trays for sharping and repair. Facilitate the organization of these items in MDRD for Medical Engineering. Repair of scopes and power equipment etc. Modify instrumentation per users request jointly with the MDRD Leadership team.
• Meet with Program Mangers PCCs Surgeons and physicians to create surgical trays. Research receive quotes and order instrumentation. Communicates daily with the Operating Room Medical Engineering and other client groups as required. Meet daily with the MDRD to assure concise communication.
• Act as liaison between Surgical Services Clinics and the Medical Device Reprocessing Department communicating clearly around instrumentation projects i.e. capital orders.
• • •  
• Participate in the daily schedule review and anticipate instrument needs for the following days cases. Jointly with the MDRD leadership team discuss scheduling of cases and instrumentation issues and progress.
• Expedite approvals for purchasing and accounts payable. Address delinquent invoices with vendors around instrumentation orders.
• Educate staff where needed. Create educational materials pictures ect. where appropriate to assist with instrument organization.
• Required to provide some support/preceptor to other employees and an educational program at least once monthly to other team members on instrument workflow and processes.

Qualifications :

• At minimum completion of high school additional program under 1 yr in Medical Device Reprocessing or recognized equivalent required.
• At minimum Over 4 years up to and including 6 years of practical and related experience and/or 2 years on-the-job training required.
• Knowledge of clinical instrument inventory management experience in handling par inventories order replenishment or related work with successful performance record and expressed interest in field of expertise.
• Independent worker and thinker.
• Excellent keyboard skills with preferred experience in a Materials Management or EPIC Excel Microsoft Word etc.
• Good analytical skills with attention to detail and high degree of accuracy in work.
• Willingness to expand work efforts into other areas as needed and role evolves
• Ability to take initiatives into new areas of responsibility and implement change and issue resolution techniques to improve and develop solutions.
• Strong verbal and written communications. Ability to provide reports.
• Ability to partner with key stakeholders in a flexible and collaborative environment in order to process improve an establish process.
• Responsible for purchasing maintaining adequate inventory levels and availability of supplies to support clinical functions
• Participation in advance planning where appropriate
• Demonstrate an understanding of the equipment and chemicals used in reprocessing reusable instruments and equipment and the ability to use knowledge to implement appropriate processes in a safe and timely manner to include handling and decontamination of soiled instrument inspection assembly packaging and sterilization.  This is linking to ability to read IFUs and interpret MDRDs ability to meet the requirements

Additional Information :

Why join UHN

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world UHN offers a wide range of benefits programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor allowing you to find value where it matters most to you now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel restaurants parking phone plans auto insurance discounts on-site gyms etc.)

Current UHN employees must have successfully completed their probationary period have a good employee record along with satisfactory attendance in accordance with UHNs attendance management program to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates.  Please ensure you check your email regularly. At University Health Network (UHN) artificial intelligence technologies may be used to assist in the screening assessment and selection of candidates for this position.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading inaccurate or incorrect UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest however only those selected for further consideration will be contacted.

Remote Work :

No

Employment Type :

Full-time