Administrative Assistant - Customer Service Admin

Department Overview

Supply Chain and Logistics serves the OHSU community by providing professional supply procurement, delivery, and distribution services. Through the thoughtful development of our people, systems, processes, and tools, we strive to offer efficient, innovative, and customer-focused services to our OHSU partners ultimately improving the well-being of all Oregonians.

 

The Customer Service Admin most works directly with the Supply Chain and Logistics Warehouse teams and Patient Care providers seeking various medical supply and linen products. The South Waterfront warehouse is the key hub for medical supply picking and distribution and plays a unique role in serving healthcare-specific needs. In addition to medical supply operations, the Macadam Warehouse also manages linen distribution to South Waterfront and offsite clinics. The SC&L Warehouse supports Marquam Hill, staff work in a healthcare environment, ensuring that supplies move efficiently from the loading dock staging points to clean supply rooms on patient care units. Responsibilities include restocking, delivering, and providing essential support for medical supplies and linen. By joining our team, you'll play a critical role in supporting the OHSU mission while working in a collaborative and dynamic environment.

Function/Duties of Position

• Focus is on customer service and phone support. Must be an excellent communicator in order to consistently resolve customer issues. Regularly analyzes problems and then provides customers the necessary information to satisfactorily resolve issues. Effectively handles high call volumes, while demonstrating composure under pressure. Performs as a backup for receiving, stocking, cycle-counting, data entry, picking, delivery and other functions to ensure customer orders are completed on time and sufficiently to meet the customers’ needs for medical supplies and linen. When tasked, drives organization vehicles in a safe and efficient manner.

• Problem Solving and Process Improvement: Analyzes potential problems and/or conflicts with users, customers and staff and develops resolutions. Assists in developing and implementing processes, standards and improvement initiatives in support of organizational goals and objectives to provide customers’ needs for medical supplies.

• Reporting Functions : Compiles data related to the warehouse and restocking functions in order to measure success rates within the operation, helping managers to make operational decisions. Develops and maintains reporting tools, such as spreadsheets, graphs, and databases used in measuring the operation performance. Generates reports showing customers’ usage of materiel to problem-solve and/or optimize supply-chain to support usage.

• Administrative Functions: Work closely with ITG, POU, and other work units to add, update/correct, and delete customer accounts (Web Order, JIT, and other ordering systems). Serve as ‘backup’ Administrative Assistant to employee timekeeping, IBS transactions, calendar scheduling, and other administrative tasks.

• Other Duties as assigned

Required Qualifications

• 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.  
• Valid driver’s license with an acceptable driving history

Job Related Knowledge, Skills and Abilities (Competencies):

• Have good analytical and problem-solving ability; excellent customer service characteristics including communication skills, professionalism, and follow-through; excellent team skills.
• Able to utilize MS Office Suite with strength in Word, Excel, and Outlook.
• Have strong organizational skills to anticipate and meet timelines.
• Able to perform the essential functions of the position with or without accommodation.
• Conflict resolution skills.
• Able to maintain compliance with organizational guidelines and policies.

Preferred Qualifications

• High School Diploma or GED Associate's or Bachelor’s Degree
• Working knowledge of hospital materials management distribution systems.
• Medical supply familiarity, knowledge of OHSU systems, and medical terminology is preferred.
• Two years of customer service, one year of warehouse operations experience, and one-year hospital operation experience; OR
• A Bachelor’s degree, one year of warehouse experience, and one year of hospital operation experience.

Job Related Knowledge, Skills and Abilities (Competencies):

• Prior knowledge of OHSU computer systems and functions, particularly Oracle training.

Additional Details

This is a fully in-person role based at the Macadam Warehouse, working as part of the Supply Chain and Logistics team. You'll collaborate with one other team member to support medical supplies and linen operations ensuring efficient and reliable service

 

This is a typical office environment with a medical supply warehouse, travel between campus, normal workdays and hours, with occasional meetings in the hospital. The employee may be exposed to cold temperatures in the winter and warm temperatures in the summer. The warehouse stocks hazardous items such as IV Fluids, Cidex, etc. which may be handled by employees. Appropriate safety training and precautions are taken before handling any hazardous items.

All are welcome

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.