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Administrative Assistant - Inventory Assistant
US-OR-Portland
Job ID: 2025-33908 Type: Regular Full-Time # of Openings: 1 Category: Supply Chain Portland, OR (Waterfront)
Overview
Warehousing: Is primary backup and support for receiving duties done by the Property Specialist 3. Signs receipts for shipments of items delivered; submits receipts to Accounting Department for processing; retains records of shipments and products received. Loads and unload shipments; checks items received against specifications, purchase orders and product amounts, and invoices and inspects items for damage; places received items on shelves and rotates stock items which have limited life spans; notes when items or supplies on hand are low and assists with data, enters reorders when appropriate and ensures correct charging; picks items to fill orders of correct count; answers questions from staff such as stock availability and purchasing procedures; trouble shoots misplaced shipments/packages; assists in processing outbound shipments; packages and labels shipments. Will use forklift, pallet jacks (powered or manual), piano dolly, large carts and hand trucks for moving shipments. Ensures warehouse is safe, clean, reports any facilities deficiencies; provides proper care and regular services to equipment; logs and reports any deficiencies. Inventory Control: Maintains use of process procedures for the use of our inventory systems. Completes daily (M-F) cycle counts in zones 2 & 3. Enters cycle counts into oracle for all three zones. Finds solutions for Warehouse to Oracle discrepancy report. Completes tracking of expiration dates for all zones. Makes PKU kits when inventory levels get low. Places daily (M-F) Warehouse inventory order. Maintains sub inventories when needed. Coordinates resolution for left over Pickpro orders with Warehouse Team. Customer Service: Identifies and resolves customer issues and utilizes proper steps for resolutions or escalates issue to appropriate personnel. Keeps up-to-date on department location. Answers and triages customer calls. Logistics Systems: Acts as a local resource for researching and solving Logistics systems issues within HOME, PickPro, and Oracle 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. Valid driver's license with an acceptable driving history Job Related Knowledge, Skills and Abilities (Competencies): Must have knowledge of OHSU supply procedures and systems, including Oracle computer system, HOME, PAR stocking, department requests; knowledge of inventory control; ability to analyze supply requirements and establish Par levels; Excellent analytical and problem solving ability; excellent customer service characteristics including communication skills, professionalism, and follow through. Must have the ability to use tact and diplomacy to maintain effective working relationships. Must also have the energy and drive to coordinate several supply issues simultaneously and strong organizational skills in order to anticipate and meet time lines. Must be able to work independently and as part of a team, while being collaborative in resolving problems.Must be able to utilize MS Word, MS Project, MS Excel and Oracle. Qualifications
Working knowledge of hospital materials management distribution. Medical supply familiarity, knowledge of OHSU systems, and medical terminology is preferred.Strong working knowledge of OHSU supply procedures and systems (Web-based Ordering, PAR stocking & counting, Automated Supply Stations, etc.) Oracle Inventory Management Module experience.
Equal employment opportunity, including veterans and individuals with disabilities.
