The purpose of this job/position is to direct and perform the procurement of quality reagents, supplies, equipment, and services for the Lab Services Department. Duties encompass clerical, purchasing, inventory, cost analysis, contract monitoring, supply distribution, running supply and expense reports, maintenance of records, word processing, processing invoices for payment, data base and reporting functions, performed using strong customer service skills and best business practices. The person in the position serves as the point of contact for customers and suppliers, and acts as a helpful resource on procurement issues for all cost centers (14) in the department. This position fulfills responsibility to the organization through performance that promotes the service excellence philosophy.

Purchasing and inventory activities for all laboratory accounts

• Analyzes and evaluates departmental purchase requisitions and orders for services, supplies, and equipment for accuracy
• Generates purchase orders via computer (ORACLE) and forwards for approval according to established protocols, and approves requisitions within appropriate limits.
• Follows through on all purchase orders; problem solving, and communicating to laboratory managers/supervisors to insure correct items are received. Screens problems and solves obvious problems and works with Logistics Buyer to solve more complex problems.
• Resolves shipping, receiving and billing discrepancies, negotiates returns, expedites orders, reschedules deliveries, cancels and renegotiates orders.
• Designs and implements processes to ensure smooth purchasing operations.
• Coordinates ongoing purchasing process improvement efforts.
• Works with managers and leads to establish policies and procedures to ensure that all purchasing activities meet the needs of the lab sections.
• Determines specifications, quantities, product availability, procurement methods, sources of supplies
• Creates and maintains records of products, availability, prices, purchase terms, and vendor performance to enable efficient handling and retrieval of product and order information.
• Arranges for distribution of goods received in department from loading dock, Logistics Warehouse and other main campus storerooms to various departmental sections on main campus.
• Distributes materials between sections within the department as requested by section managers.

Contract and Costing activities

• Seeks and maintains information regarding Group Purchasing Organization (GPO) contracts which are applicable to the department.
• Bid Development and Recording. Obtains competitive bids by telephone or mail; evaluates bid responses for compliance to specifications; awards bids to lowest and most suitable bidder; if dollar amount exceeds delegated authority, submits specifications to Purchasing and Contracts for bidding and coordinates department contact with Purchasing and Contracts.
• Acts as liaison for department and suppliers in pursuing purchasing agreements.
• Monitors and measures departmental and institutional usage for contract compliance, and ensures proper contract procedures and compliance with managers and staff, including establishment, review, documentation, and data retrieval
• Assists laboratory sections in the process of adding items to stock in the Warehouse.
• Meets with logistics department personnel to ensure smooth operation between departments as needed.
• Coordinates product standardization activities within the department, working with managers to meet departmental goals.

Equipment, Inventory, Maintenance, and Repair activities

• Prepares requisitions for repairs and works with appropriate laboratory section staff to ensure repairs completed and documented.
• Assists laboratory sections in the process of equipment repair, and provides copies of repair invoices to appropriate sections.
• Maintains equipment inventory, acquisition, and provides data to laboratory and other departments as requested.
• Assists laboratory sections in development of inventory Kanban systems

Bid Development and Recording activities

• Works with managers to obtain competitive bids when necessary
• Evaluates bid responses for compliance with specifications, confers with appropriate managers, and awards bids to most suitable bidders
• Works with Purchasing and Contracts as the departmental contact and to finalize bids

Reporting

• Runs ad-hoc reports from Cognos and Epic Beaker Reports at the request of the Department Director, Managers, or other entities
• Develops reports in conjunction with OHSU Business Intelligence (BI) group to assist with BI needs in the department
• Works with OHSU BI to enhance the reporting capabilities of the department

Clerical and administrative activitie

• Using word processing and spreadsheet applications, and ORACLE information, collects and compiles data, and prepares reports and graphs related to supplies and inventory as requested by managers and coordinators, and financial analyst.
• Reviews invoices, checks for accuracy against current contracted rates, and authorizes payment in a timely manner
• Processes referral lab invoices for payment
• Participates in educational programs and other functions as needed to
  enhance the position and improve the program.
• Provides back up for administrative coordinators activities in department as time allows

Other Duties

• Attends staff meetings.
• Trains Pathology employees and other hospital employees.
• Maintains knowledge of laboratory safety standards and regulatory requirements which apply to area of responsibility.
• Attends regular meetings with staff in section to identify problems, communicate information and seek opportunities for improvement.
• Carries out job responsibilities in an ethical, effective, and professional manner with clear communication even under stressful conditions.
• Models ethical and appropriate behavior, professional standards, compliance, and personal integrity.
• Meets all OHSU Hospital Core Competencies and departmental competencies.
• Performs other duties as assigned by Department Director

• Two years of full-time purchasing experience which must include using purchasing practices, procedures, and techniques such as determining specifications, placing purchase orders and processing requisitions.
• General knowledge of laboratory terminology, equipment, materials and techniques, and safety.
• Documented advanced skill in using several different computer programs including: Oracle, Word, Excel, Access, or other similar applications, dedicated LIS/HIS, etc.
• Ability to follow written and oral instructions accurately.
• Ability to initiate procedures and policies to improve workflow and work accuracy.
• Ability to demonstrate performance of job duties to trainees.
• Ability to interact positively with a variety of clients including doctors, nurses, laboratory staff, and other OHSU personnel and maintain a customer service focus at all times.
• Ability to communicate clearly both verbally and in writing.
• Ability to work independently within established guidelines, to adjust to rapidly changing priorities, to communicate and work effectively within a group

• Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole

• Must be able to perform the essential functions of the position with or without accommodation

• Two years of full-time purchasing experience which must include using purchasing practices, procedures, and techniques such as determining specifications, placing purchase orders and processing requisitions. A Bachelor’s degree and two years of general office or secretarial experience or demonstrable skills using office software applications in a hospital laboratory setting;

• OR an Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience in a hospital laboratory setting;

• OR an equivalent combination of training and experience performing administrative assistant duties in a hospital laboratory setting.

• Knowledge and skills with Excel, Word, Powerpoint, Access, computer graphics, HTML and web design. Experience using UNIX based applications such as ORACLE and Kronos, and the ability to do advanced drill downs and reporting.

Pay Range: $25.86 - $34.95 per hour

• Positions in the laboratory and environs may require working flexible schedules including nights, weekends and holidays; working at multiple laboratory or hospital sites; traveling between laboratories and sites by stairs, elevator, tram, shuttle or other means; exposure to blood and body fluids, chemical hazards, radiation; working in a somewhat noisy and crowded environment; wearing gloves and other Personal Protective Equipment for long periods of time; experiencing occasional temperature fluctuations in building. This position requires a minimum of two days on-site per week, additional on-site days may be required depending on admin staffing and workload.
• Positions in laboratory departments require the ability to carry and lift up to 50 lbs.; ability to stand or sit for 4-8 hours depending on the tasks assigned; ability to bend, reach, and carry as required for assigned tasks; ability to utilize simple and complicated laboratory equipment and computers; ability to utilize multi-line phones, pagers, dictation equipment, and office equipment.

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.