Administrative Assistant - Customer Service Admin

Supply Chain and Logistics serves the OHSU community by providing professional supply procurement delivery and distribution services. Through the thoughtful development of our people systems processes and tools we strive to offer efficient innovative and customerfocused services to our OHSU partners ultimately improving the wellbeing of all Oregonians.

The Customer Service Admin most works directly with the Supply Chain and Logistics Warehouse teams and Patient Care providers seeking various medical supply and linen products. The South Waterfront warehouse is the key hub for medical supply picking and distribution and plays a unique role in serving healthcarespecific needs. In addition to medical supply operations the Macadam Warehouse also manages linen distribution to South Waterfront and offsite clinics. The SC&L Warehouse supports Marquam Hill staff work in a healthcare environment ensuring that supplies move efficiently from the loading dock staging points to clean supply rooms on patient care units. Responsibilities include restocking delivering and providing essential support for medical supplies and linen. By joining our team youll play a critical role in supporting the OHSU mission while working in a collaborative and dynamic environment.

• Focus is on customer service and phone support. Must be an excellentcommunicator in order to consistently resolve customer issues. Regularlyanalyzes problems and then provides customers the necessary information tosatisfactorily resolve issues. Effectively handles high call volumes whiledemonstrating composure under pressure. Performs as a backup for receivingstocking cyclecounting data entry picking delivery and other functions toensure customer orders are completed on time and sufficiently to meet the customers needs for medical supplies and linen. When tasked drives organization vehicles in a safe and efficient manner.

• Problem Solving and Process Improvement: Analyzes potential problemsand/or conflicts with users customers and staff and develops in developing and implementing processes standards andimprovement initiatives in support of organizational goals and objectives toprovide customers needs for medical supplies.

• Reporting Functions : Compiles data related to the warehouse and restockingfunctions in order to measure success rates within the operation helpingmanagers to make operational decisions. Develops and maintains reportingtools such as spreadsheets graphs and databases used in measuring theoperation performance. Generates reports showing customers usage ofmateriel to problemsolve and/or optimize supplychain to support usage.

• Administrative Functions: Work closely with ITG POU and other work units to add update/correct and delete customer accounts (Web Order JITand other ordering systems). Serve as backup Administrative Assistant toemployee timekeeping IBS transactions calendar scheduling and otheradministrative tasks.

• Other Duties as assigned

• Two years of general office or secretarial experience;OR
• An Associates degree or certificate in office occupations or office technology and one year of general office or secretarial experience;OR
• A Bachelors degree and one year of general office or secretarial experience;OR
• An equivalent combination of training and experience.
• Note: Successful completion of a formal OHSU Administrative Internship Program will substitute for one year of experience.
• Valid drivers license with an acceptable driving history

Job Related KnowledgeSkills and Abilities(Competencies):

• Have good analytical and problemsolving ability; excellent customer service characteristics including communication skills professionalism and followthrough; excellent team skills.
• Able to utilize MS Office Suite with strength in Word Excel and Outlook.
• Have strong organizational skills to anticipate and meet timelines.
• Able to perform the essential functions of the position with or without accommodation.
• Conflict resolution skills.
• Able to maintain compliance with organizational guidelines and policies.

• High School Diploma or GED Associates or Bachelors Degree
• Working knowledge of hospital materials management distribution systems.
• Medical supply familiarity knowledge of OHSU systems and medical terminology is preferred.
• Two years of customer service one year of warehouse operations experience and oneyear hospital operation experience; OR
• A Bachelors degree one year of warehouse experience and one year of hospital operation experience.

Job Related KnowledgeSkills and Abilities(Competencies):

• Prior knowledge of OHSU computer systems and functions particularly Oracle training.

This is a fully inperson role based at the Macadam Warehouse working as part of the Supply Chain and Logistics team. Youll collaborate with one other team member to support medical supplies and linen operations ensuring efficient and reliable service

This is a typical office environment with a medical supply warehouse travel between campus normalworkdays and hours with occasional meetings in the hospital. The employee may be exposed to coldtemperatures in the winter and warm temperatures in the summer. The warehouse stocks hazardous itemssuch as IV Fluids Cidex etc. which may be handled by employees. Appropriate safety training andprecautions are taken before handling any hazardous items.