Administrative Assistant - Inventory Assistant

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.

Warehousing:

• Is primary backup and support for receiving duties done by the Property Specialist 3. Signs receipts for shipments of items delivered; submits receipts to Accounting Department for processing; retains records of shipments and products received.
• Loads and unload shipments; checks items received against specifications purchase orders and product amounts and invoices and inspects items for damage; places received items on shelves and rotates stock items which have limited life spans; notes when items or supplies on hand are low and assists with data enters reorders when appropriate and ensures correct charging; picks items to fill orders of correct count; answers questions from staff such as stock availability and purchasing procedures; trouble shoots misplaced shipments/packages; assists in processing outbound shipments; packages and labels shipments. Will use forklift pallet jacks (powered or manual) piano dolly large carts and hand trucks for moving shipments. Ensures warehouse is safe clean reports any facilities deficiencies; provides proper care and regular services to equipment; logs and reports any deficiencies.

Inventory Control:

• Maintains use of process procedures for the use of our inventory systems. Completes daily (MF) cycle counts in zones 2 & 3. Enters cycle counts into oracle for all three zones.
• Finds solutions for Warehouse to Oracle discrepancy report. Completes tracking of expiration dates for all zones. Makes PKU kits when inventory levels get low.
• Places daily (MF) Warehouse inventory order. Maintains sub inventories when needed. Coordinates resolution for left over Pickpro orders with Warehouse Team.

Customer Service:

• Identifies and resolves customer issues and utilizes proper steps for resolutions or escalates issue to appropriate personnel. Keeps uptodate on department location.
• Answers and triages customer calls.

Logistics Systems:

• Acts as a local resource for researching and solving Logistics systems issues within HOME PickPro and Oracle

• 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 Knowledge Skills and Abilities (Competencies):

• Must have knowledge of OHSU supply procedures and systems including Oracle computer system HOME PAR stocking department requests; knowledge of inventory control; ability to analyze supply requirements and establish Par levels; Excellent analytical and problem solving ability; excellent customer service characteristics including communication skills professionalism and follow through.
• Must have the ability to use tact and diplomacy to maintain effective working relationships.
• Must also have the energy and drive to coordinate several supply issues simultaneously and strong organizational skills in order to anticipate and meet time lines.
• Must be able to work independently and as part of a team while being collaborative in resolving problems.
• Must be able to utilize MS Word MS Project MS Excel and Oracle.

• Working knowledge of hospital materials management distribution.
• Medical supply familiarity knowledge of OHSU systems and medical terminology is preferred.
• Strong working knowledge of OHSU supply procedures and systems (Webbased Ordering
  PAR stocking & counting Automated Supply Stations etc. Oracle Inventory Management
  Module experience.
  

This is a typical office enviroment with a warehouse travel between campus normal workdays and hours
with occasional meetings in the hospital. Monday through Friday 5:30am2:00pm