This position performs various department functions, including training, process procedures, documentation and record-keeping, administrative forms processing, and other technical or administrative-related tasks. Acts as the point of contact for employees and the liaison between management and HR, Payroll, Accounts Payable, ITG, and others. The primary focus on administrative functions is related to daily operations, including regular scheduling, scheduling of vacations, attendance tracking, HR actions, onboarding new employees, timekeeping, billing through the Internal Billing System (IBS), and documenting monthly activities in excel. This position also serves as a Customer Service liaison and backs up the Customer Service Representative answering phones on an as-needed basis. This role knows tasks performed and training employees need in all warehouse functions, including Receiving, Picking, Stocking, Credits Processing, etc. This role is an essential position for the operation of the medical supply chain for OHSU.

HR Functions:

• Maintains Human Resources records and employee files. Handles all paperwork for onboarding and offboarding employees, job postings, work schedules/OT postings, and acts as the liaison between the Warehouse org and HR.

Payroll Functions:

• Maintains the timekeeping system and coordinates all changes and updates to employee timecards. Maintains and posts work schedules, including training and vacation schedules — monitors to ensure staffing to operational needs and escalate to management any deficiency. Compiles, organizes, and submits employee payroll information and provides timely distribution of employee paychecks.

Reporting/Billing Functions:

• Compiles statistical data related to the Warehouse functions to measure operation success rates, helping managers make operational decisions. Develops and maintains reporting tools, such as spreadsheets, graphs, and databases, to measure operating performance. Completes manual billing within OHSU platforms regularly. On occasion, generates reports used for budgeting processes. Generate other reports as directed by management.

Scheduling & Meeting Preparation:

• Plans and coordinates the operational schedule for approval. Schedules meetings as requested. Includes maintaining calendars for department managers and supervisors. Reserves and arranges conferences, classes, or meeting rooms as necessary. Meeting minutes and follow-up.

Customer service & phone support (call-center environment):

• Must be an excellent communicator to resolve customer issues. Effectively handles high call volumes while demonstrating composure under pressure. Performs requirements of and maintains compliance with organizational guidelines and policies.
• Serve as ‘backup’ to the Administrative Assistant - Warehouse Customer Service Representative.
• Clerical, administrative, or material handling as directed. If tasked, drives organizational vehicles safely and efficiently.

Process Procedures: 

• Maintains process procedure documentation (editing, formatting, distribution, filing).

Problem-Solving and Process Improvement:

• Assists in analyzing and reporting departmental processes to recommend process improvement to management. Develop, document, and implement procedures as directed by management to support departmental goals and objectives.

Department Training:

• Prepares and maintains compliance documentation regarding staff departmental compliance, training, and certifications.

Procurement Functions:

• Explains policies and procedures for obtaining goods or services used within the warehouse. Assists in and performs procurement functions related to products and services used within the Logistics Warehouse.

 

• Must be able to read and write English and have basic mathematical skills.
• Two years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations and one year of general office/secretarial experience; OR
• A Bachelor’s 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
• Must be able to utilize MS Office Suite with strength in Word, Excel, and Access. 
• Must have timekeeping experience.

• Must have good analytical and problem-solving ability;
• excellent customer service characteristics including communication skills, professionalism, and follow through;
• Must have good analytical and problem-solving ability; excellent customer service characteristics including communication skills, professionalism, and follow through; excellent team skills.   
• May require a Valid driver’s license with an acceptable driving history.
• Must have prior Information Technology experience. Must also have strong organizational skills to anticipate and meet timelines.
• May require a Valid driver’s license with an acceptable driving history.
• Working knowledge of hospital materials management distribution systems. 
• Medical supply familiarity, knowledge of OHSU systems, and medical terminology are preferred.
• Two years of customer service, one year of warehouse operations experience, and one year of hospital operation experience.
• Prior knowledge of OHSU computer systems and functions, particularly Oracle training.

• The Medical Supply warehouse environment is located off the OHSU campus on the south waterfront, with travel between campuses, regular workdays and hours, and occasional hospital meetings.
• Partial desk time with frequent standing, sitting, and walking is required throughout the warehouse. The warehouse stocks hazardous items such as IV Fluids, Cidex, etc., which the employee may handle. In this position, you will work in locations exposed to and affected by fluctuating noise levels.
• Reasonable desk/PC time.
• On occasion, be able to lift 35 pounds, load a cart or vehicle and drive an OHSU vehicle to loading docks to complete delivery of goods for distribution.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.