Replenishment Supervisor

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. Limited use of pallet jack and picking technology. Marquam Hill is a healthcare environment with supplies originating from the staging points of the loading docks. Staff that work on Marquam Hill work within the clean supply rooms on the patient care units to restock, deliver, and provide support for medical supplies and linen.

Function/Duties of Position

Leadership & Administrative

• Builds and maintains a cohesive team that includes the enculturation of the Supply Chain Vision, Mission, Values, and Values Proposition for the Marquam Hill operations staff including the medical/surgical/linen employees.
• Plans, prioritizes, assigns, and reviews the work and schedules of employees.
• Monitors Oracle requests for postage, supplies, and services.
• This position is responsible for using proper account numbers, staying within the established budget, and adequately timing requests to prevent departments from running out of critical supplies.
• Creates and monitors invoice payments.
• Assists the Assistant Director with budgeting decisions and daily maintenance.
• Performs and monitors monthly billing.
• Monitors and suggests cost-saving measures.
• Monitors HIPAA violations, and suspicious mail, and corrects misuse or abuse of department services.
• Reviews documents and manuals for various compliance requirements.
• Responsible for ensuring that each functional area mentioned above has the appropriate levels of personnel to meet and exceed customer service expectations.
• This position is also responsible for recruitment which includes interviewing, hiring, and providing appropriate instruction and initial orientation to new employees.
• Must effectively communicate all expectations with personnel through individual GROW conversations, performance management/evaluation, counseling, and staff meetings.
• This includes additional TEMP staffing for projects, vendor engagement, and facilitating process improvement within the system to help drive value.
• Facilitates daily huddles, staff meetings, interoffice communications and resolves conflict.

Linen Operations

• Monitors linen levels within the linen department to include purchases of new linen and linen carts, to support linen program.
• Monitors stocking levels of linen items, usage patterns, stock-outs, and ensures all linens are received so staff have the right product at the appropriate quantities to satisfy customer needs.
• Oversees the weekly and monthly billing of linen to vendor payments and ensures IBS is completed for billing departmental users who order linen.

Replenishment Operations

• Assigns counting, stocking, distribution, verification, delivery, redistribution and data entry tasks as necessary and with strong emphasis on best practices.
• Ensure distribution and replenishment of daily deliveries of supplies to the hospital community are completed in a timely and accurate manner within service level agreements (SLA’s).
• Monitors resources of medical/surgical/med gas within the department to include stocking levels, usage patterns, stock-outs, and all products and supplies are received to ensure that staff have the right product at the appropriate quantities to satisfy customer needs.

Process Improvement

• Analyzes potential problems and/or conflicts with users, supplies, customers and staff to develop resolutions with all hill operations functions.
• Provides organizational support around any issues involving linen/medical/surgical and med gas items, new linen requests, and delivery issues.
• Oversees departmental processes: develops and implements processes, standards and improvement initiatives in support of departmental goals and objectives.

Training

• Makes decisions concerning the direct coordination of staff’s productivity and team coordination.
• Acts, in coordination with the Distribution/Inventory Managers, as the primary training coordinator for the linen and surgery operational staff.
• Facilitates operational training and maintenance of mandatory compliance measures for the same.

Other duties as assigned.

Required Qualifications

• High school diploma.

• 3 years of experience in supply chain distribution role.

• 1-2 years of experience in a Supply Chain Management leadership role or equivalent combination of education and experience.

• Possess a valid drivers license with an acceptable driving record according to OHSU standards.

Skills and Abilities

• Must have a broad based knowledge of Supply Chain Management and understand how this impacts the success and performance of the organization.
• Must understand concepts including Just-In-Time inventory programs, Par Level Management, and Economic Ordering Quantity theories, particularly in the areas of surgical supplies and linen.
• Must be able to develop Return on Investment, possess excellent analytical and problem solving skills, as well as excellent customer service characteristics such as communication, professionalism, and follow through.
• Must be able to effectivly communicate program goals to all levels of staff, management, and stakeholders.
• Must have strong organizational skills, with the ability to prioritize workload and manage multiple projects simultaineously.
• Must have the ability to use tact and diplomicy to maintain effective working relationships.
• Must be able to utilize MS Word and Excel.

Preferred Qualifications

• Bachelor's degree in Business, Supply Chain Management or related field or an equivalent combination of training, education, and experience.

• 3-5 years of experience in supply chain role.

• 3-5 years of experience in a Supply Chain Management leadership role in a healthcare setting.

• Smartsheet, MS Excel, MS Access experience preferred.
• AHRMM, CMRP certifications.

Additional Details

This position works 1930-0400, Monday - Friday in a busy environment with many interruptions, multiple demands, and people interactions. Must have the ability to be flexible in work schedule and be available to work on short notice. Some day-shift and weekends may be required.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Paid time off - 208 hours per year, prorated for part-time.
• Extended illness bank - 64 hours per year, prorated for part-time.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

The work environment is in a cubicle office, in a warehouse environment, and in the field in hospital and clinic settings with exposure to patients, lab experiments, and other hospital related situations as well as exposure to hot and cold, the weather elements, and moderate noise and dust. Must be willing to travel between all OHSU satellite locations, and to off campus locations if needed. Requires work hours beyond standard office hours, as needed. Some travel to industry conferences, site visits, etc. is required infrequently. Supervises operations primarily on Marquam hill, with meetings throughout the OHSU campus.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]