Administrative Assistant at Oregon Health & Science University in Portland, Oregon

Job Description:

Oregon Health & Science University

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.


Administrative Assistant

US-OR-Portland

Job ID: 2024-32048
Type: Regular Full-Time
# of Openings: 1
Category: Supply Chain
Portland, OR (Marquam Hill)

Overview

Process / Procedures:

• Analyzes data from reports (Cognos, Par Ex, and Scrub Avail) from any sources to evaluate the cause and frequency of stock outs, or fill rate decline. Responsible for maximizing the use of the supply stations such that transaction volume decreases to the most efficient load.

Supply Station:

• Works with and supports Logistics Supply Automation team 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. Manages the systems user lists. Recommend new equipment configuration as necessary. Builds new or expansion stations as needed.

Inventory:

• Works with the Warehouse and Inventory managers to develop, implement, and monitor a supply station inventory program. Ensures that the program is utilized consistently, monitors discrepancies, and works with the appropriate party to resolve issues creating inventory integrity problems. Also responsible for monitoring an expired product process.

Reporting Functions:

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

Department Training:

• Assist with training on supply stations for Logistics and nursing staff. Ensures staff are properly trained and cross-trained on all departmental tasks related to inventory management’s platforms in the Supply Automation department. Works closely with the CRM to strengthen relationships with the nursing staff, allowing more effective problem resolution.
• Perform various tasks as needed to support the day-to-day efficiency of the Supply Automation Logistics Department. These tasks include managing customer service calls, handling new user access, placing orders, cross-training in different logistics functions, manage all time keeping for the department including any needed changes and adjustments. and other tasks as assigned.

Responsibilities

• Two years of general office or secretarial experience; OR
• An Associate’s degree or certificate in office occupations or office technology and one year of general office or 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.

Job Related Knowledge, Skills and Abilities (Competencies):

• Must have knowledge of supply chain procedures and systems, including computer system, basic inventory management, Microsoft Office/Suite proficiency.

Qualifications

• Associate's or Bachelor’s Degree
• Working knowledge materials management distribution systems.
• Medical supply familiarity;
• knowledge;
• One year materials distribution
• Oracle experience

PI253956944

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