Expediter Assistant (Non OHSU Student Worker)

Department Overview:

Note: This is a Non OHSU Student worker role, please refer to the required qualifications for the role.
The Part-Time Expeditor provides administrative support to all purchasing staff by ensuring that each order is placed successfully with the supplier and is received by the customer with minimal errors/time delays. An Expeditor must work independently and have the discipline to stay on task to see all orders are acknowledged and shipped. It is the Expeditors responsibility to notify each Buyer when a purchase order is on hold or is being questioned, regarding price, quantity, timeliness, quality or accuracy. Additionally, this position provides general office assistance to the purchasing team and back up for the main reception area and phones for the Logistics Department.

Function/Duties of Position:

Order Confirmation:

• Vendors submit blanket order confirmations to OHSU via phone, fax, email and GHX. The Part-time Expeditor will work within the Oracle system to document each confirmation manually; to correct the pricing if applicable, notify the buyer of any problems, email the preparer notifications of backorders and identify discrepancies between the confirmation and the actual purchase order. This process will be documented on an Excel report and kept current throughout the day. Confirmations and order tracking to be filed in the Expeditor’s filing cabinet on a daily basis.
• Back Order Confirmation: Part-time Expeditor shall notify the preparer and the buyer of the delay in product delivery due to backorder situations and confirm that the backorder is going to be acceptable. This process will be documented by an email sent to the requester and buyer titled “Back Order Notification” containing a minimum of the following information: Purchase Order # , back order notice, requisition #, Item # and description with a statement "on back order and will ship as soon as they are released", and an ETA.
• All confirmations are to take place within 24 hours after transmittal of PO’s, as per our Service Level Agreement for blanket orders.

Vendor Interaction:

• Expectations of customer service to both internal customers and the Purchasing staff are set at the highest level.
• Part-time Expeditor will be required to contact OHSU Suppliers to verify receipt of purchase orders at various times during the confirmation process. All communications are to be kept professional and organized. All Confirmations received from the vendor are tracked with comments in the Excel report. Although the order has been passed on, it is the Part-time Expeditor’s responsibility to ensure that the problem has been resolved and the product has been delivered through continued followup with the Buyer.

General Office:

• Collects all mail for the building from locked mailbox on first floor and mail tub on Warehouse level and distributes to individual mail slots. Gathers and distributes faxes that come in on the 4-5727 fax machine.

Other duties as assigned.
Required Qualifications:

• Must be enrolled in or on vacation from or otherwise registered in a high school, college undergraduate program (minimum 6 credit hours), or college or university graduate program (minimum of 4.5 credit hours).
• Customer Service: Expeditors provide excellent customer service to internal departments and users; use strong written and verbal skills to communicate with customers in a prompt, professional and friendly manner; listens to customer concerns and performs follow-up responsibilities as appropriate; serves as a supply chain point of contact for customers and suppliers.
• Ability to communicate both orally and written and by use of email and phone.
• Ability to analyze data, confirm pricing and document findings.
• Ability to exercise good judgment in conjunction with detailed protocols and procedures.
• Intermediate computer skills with email usage, Microsoft Suite, and general system and keyboard understanding.
• Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole
• Must be able to perform the essential functions of the position with or without accommodation

Preferred Qualifications:

• Some experience working with vendors in a problem resolution capacity.

Additional Details:

• 100% remote position

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 [email protected].