Warehouse Administrative Assistant; Administrative Assistant

Department Overview

Supply Chain and Logistics Warehouse (South Waterfront) and Marquam Hill are our primary medical supply picking and distribution staging points. The Supply Chain and Logistics Warehouse is not your typical warehouse environment due to healthcare customers. Marquam Hill is a healthcare environment with supplies originating from the staging points of the loading docks. This position will report within Supply Chain and Logistics and will report to the Supply Chain and Logistics Warehouse.

• HR Functions:
  • Maintains Human Resources records and employee files.
  • Handles all paperwork for onboarding and offboarding employees, job postings, work schedules/OT postings, and acts as the liaison between the Warehouse org and HR.
• Payroll Functions:
  • Maintains the timekeeping system and coordinates all changes and updates to employee timecards.
  • Maintains and posts work schedules, including training and vacation schedules — monitors to ensure staffing to operational needs and escalates to management any deficiency.
  • Compiles, organizes, and submits employee payroll information and provides timely distribution of employee paychecks.
• Reporting / Billing Functions:
  • Compiles statistical data related to the Warehouse functions to measure operation success rates, helping managers make operational decisions.
  • Develops and maintains reporting tools, such as spreadsheets, graphs, and databases, to measure operating performance.
  • Completes manual billing within OHSU platforms regularly.
  • On occasion, generates reports used for budgeting processes.
  • Generate other reports as directed by management.
• Customer service and phone support in a call‑center environment:
  • Must be an excellent communicator to resolve customer issues.
  • Effectively handles high call volumes while demonstrating composure under pressure.
  • Performs requirements of and maintains compliance with organizational guidelines and policies.
  • Serve as ‘backup’ to the Administrative Assistant - Warehouse Customer Service Representative.
• Scheduling & Meeting Preparation:
  • Plans and coordinates the operational schedule for approval.
  • Schedules meetings as requested.
  • Includes maintaining calendars for department managers and supervisors.
  • Reserves and arranges conferences, class/meeting rooms as necessary.
  • Meeting minutes and follow‑up.
• Other duties as assigned.

• 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.
• Must be able to read and write English and have basic mathematical skills.
• Must have good analytical and problem solving ability.
• Excellent customer service characteristics including communication skills, professionalism, and follow through.
• Must be able to utilize MS Office Suite with strength in Word, Excel, and Access.
• Must have timekeeping knowledge.
• Must have prior Information Technology knowledge.
• Must also have strong organizational skills to anticipate and meet timelines.
• May require a Valid driver’s license with an acceptable driving history.

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

This is a 100% in‑person and full‑time position. Days worked are Monday - Friday from 7:30am - 4:00pm with a half hour lunch.

The Medical Supply warehouse environment is located off the OHSU campus on the south waterfront, with travel between campuses, regular workdays and hours, and occasional hospital meetings. Partial desk time with frequent standing, sitting, and walking is required throughout the warehouse.

The warehouse stocks hazardous items such as IV Fluids, Cidex, etc.,…