The System Administrator is an essential role for the successful utilization of the multiple inventory

management platforms in use within OHSU Hospitals and Clinics (Par Excellence, Pyxis, Scrub Ex, Kanban),

as well as internal Supply Chain & Logistics systems. This position is responsible for technical and tactical

support to the Logistics Warehouse and the clinical staff in order to identify and implement process and

systems changes that will increase overall patient care efficiency.

Process / Procedures:

• Creates, implements, and maintains process procedures for the uses of the inventory management systems platforms. Analyzes data from those systems reports and other sources to evaluate the cause and frequency of stock outs, compliance decline, or fill rate decline. Coordinates resolution of systems compliance issues with clinical management and stock out and fill rate issues with warehouse management. Responsible for maximizing the use of the inventory management systems such that transaction volume decreases to the most efficient load.

Project Management:

• Responsible for project management duties as they relate to the inventory management environment. Ensures that initiatives being implemented have a clear and defined plan in place with attainable goals and expectations. Acts as the driving force behind the implementation and completion of the inventory management projects (ie: Restock strategy change, bringing up a new unit with POU, setting-up PM schedules, etc.).

Supply Station:

• Works with Logistics Supply Automation support staff to ensure that stock PAR levels are increased / decreased as needed, new items get added based on utilization needs of the units, items are deleted when necessary, and stock reorganization needs are met. Ensures that patient file is being received by the billing information system. Manages the systems user lists. Recommend new equipment configuration as necessary. Coordinates the repair of stations as needed. Builds new or expansion stations as needed.

Reporting Functions:

• Compiles statistical data related to the inventory management restocking functions in order to measure success rates within the operation, helping managers to make operational decisions. Maintains reporting tools, such as spreadsheets, graphs, and databases used in measuring supply station performance. Meets with clinical management and staff as necessary to evaluate reports and collectively develop plans of action for improving performance.

Inventory:

• Works with the Warehouse and Inventory managers to develop, implement, and monitor an inventory management program. Ensures that the program is utilized consistently, monitors discrepancies, and works with the appropriate party to resolve issues creating inventory integrity problems.

Department Training:

• Coordinates training on the inventory management systems for Logistics and clinical staff. Plans and coordinates meetings with clinical, and warehouse staff as needed. Ensures staff are properly trained and cross-trained on all departmental tasks related to the inventory management platforms. Works closely with the Supply Automation Manager to strengthen relationships with the clinical staff, allowing more effective problem resolution.

Logistics Systems:

• Acts as a local resource for researching and solving Logistics systems issues within HOME, Spectrum, Oracle, etc. Responsible for providing technical support and acting as a liaison between Logistics and ITG.

• Four years of general office or secretarial experience; OR 
• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR 
• A Bachelor’s degree and two years 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.  

Job Related Knowledge, Skills and Abilities (Competencies):

• Able to read and write English and have basic mathematical skills.
• Have knowledge of OHSU supply procedures and systems, including Basic inventory management skills; inventory management systems; PAR stocking, department requests;
• 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.
• Ability to use tact and diplomacy to maintain effective working relationships.
• Have the energy and drive to coordinate several projects simultaneously and strong organizational skills in order to anticipate and meet timelines.
• Able to work independently and as part of a team, while being collaborative in resolving problems.
• Able to proficient in MS Word, MS Project, and MS Excel.

• Bachelor’s Degree
• Working knowledge of hospital materials management distribution systems.
• Medical supply familiarity, knowledge of OHSU systems, and medical terminology is preferred.
• Oracle

Hours are Monday through Friday 6:00 am to 2:30 pm with a ½ hour lunch. This is a typical office enviroment on the OHSU campus, travel between campus, normal workdays and hours, with occasional meetings in the hospital and offsite clinics.

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.