Manager, Supply Administration

The Supply Administration Manager is responsible for developing implementing and managing a comprehensive Point of Use (POU) inventory management strategy that ensures clinical teams have the right supplies at the right place at the right time. This role oversees the design and execution of standardized processes that improve product availability reduce waste and ensure supply stations are optimized to support operational efficiency and patient care.

This position manages an annual $1.1M operating budget and is responsible for developing executing and reporting on the annual operating plan for POU supply operations. The manager leads budgeting forecasting and cost management activities to ensure financial targets are met while supporting high performing supply delivery operations.

The manager also leads daily operations related to supply distribution inventory accuracy product lifecycle management and demand-based replenishment. This includes accountability for monitoring supply station performance driving continuous improvement initiatives and partnering with cross functional stakeholders such as Nursing Clinical Operations Supply Management and Supply Chain Operations.

Strategic Planning

• Defines and leads a strategic vision and mission for the use of Supply Automation within OHSU which is consistent with Logistics strategic plan and goals.
• Identifies and leads short and long-term plans to achieve strategic objectives.
• Identifies opportunities for performance and process improvements and leads initiatives and projects from conception to execution.
• Facilitates cross-functional teamwork and collaboration and works closely with Inventory Manager Sr. Distribution Manager Assistant Director of Supply Management and key Hospital leadership to define develop and pursue both short and long-range goals for Supply Chain automated supply stations.

Project Management

• Identifies potential opportunities and ensures that all initiatives have a clear and defined plan in place with mutually agreed upon and attainable goals that are congruent with Supply Chain strategic vision.
• Provides project-planning expertise using advanced project planning tools and techniques.
• Manages multiple projects on an ongoing basis and acts as the driving force behind project set-up management and implementation.
• Builds appropriate relationships at the clinical and departmental levels to facilitate appropriate resource support and commitment from affected areas.
• Develops obtains buy-in updates and manages project documentation (as appropriate) including project charters communications presentations surveys performance measurements etc. Facilitates meetings communication updates (written/verbal/presentation) and task deadline follow-up as required.
• Proactively identify significant conflicts which may impede the success of a project and provide recommendations where appropriate.

Relationship Building

• Builds and maintains a close relationship with vendors supply distributors customers Value Analysis committee members peers and staff.
• Recognizes potential conflicts and works in a constructive manner to resolve them.
• Appropriately manages relationships to obtain positive results for customers while attaining strategic plan objectives.
• Understands vendor capabilities strengths and weaknesses to ensure that OHSU receives optimal performance and drives.
• Actively acquires information on industry trends that can be of benefit to the organization.

Personnel Management

• Responsible for ensuring the organization has the appropriate level of trained personnel to meet or exceed customer service expectations.
• Responsible for hiring firing and training of departmental personnel.
• Must effectively communicate expectations with departmental staff through individual performance evaluations counseling and staff meetings.
• Develops staff knowledge base with regards to inventory best practices supply chain management and acts as a supply chain management resource/mentor to staff members.

Training Staff Development and Direction

• Coordinate/provide training with nursing and Logistics staff detailing recommended changes and updates to point-of-use system functions.
• Provides mentoring to develop staff and provides leadership and direction to ongoing activities so that department functions efficiently and effectively while meeting customer needs.

Financial Management

• Manages and controls $1.1M budget to provide the best supply management service that aligns with Logistics strategic plan.
• Identifies and resolves issues regarding unusual occurrences.
• Prepares/approves and reconciles Oracle requisitions for supply station leases and associated upgrades/accessories.
• Must be able to meet or exceed fiscal goals on a monthly basis and is accountable for justifying any variance to senior management.

Other duties as assigned.

• A Bachelors degree in Business or equivalent education; OR
• 5 years of experience in supply chain management in roles of increasing responsibility including one year supervisory experience.
• Minimum of 5 years Supply Chain Management experience.
• Working knowledge of hospital materials management distribution systems.
• Point of use systems.
• Knowledge of inventory control and management.
• Ability to analyze customer requirements and establish Par levels and reorder points.
• 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 projects simultaneously and strong organizational skills in order to anticipate and meet timelines.
• Must be able to work independently and as part of a team while being collaborative in resolving problems.
• Must be proficient operating MS Word Power Point Project and Excel.

• Project management skills and experience with MS Project or equivalent program.
• Certificate in Project Management and/or APICS-Supply Chain Professional.

This position works in a busy environment with many interruptions multiple demands and people interactions. Must have the ability to be flexible in work schedule and be available to work on short notice.

The work environment is in a cubicle office in a warehouse or office environment and the field in research hospital and clinic settings with exposure to patients lab experiments and other hospital-related situations and exposure to hot and cold weather elements and moderate noise and dust.

Must be willing to travel between all OHSU satellite locations and to off-campus locations if needed. Requires work hours beyond standard office hours as required. Some travel to industry conferences site visits etc. is needed infrequently.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year prorated for part-time.
• Extended illness bank - 64 hours per year prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.