Oregon Health & Science University is hiring: Warehouse Administrative Assistant

Warehouse Administrative Assistant (Administrative Assistant)

Join Oregon Health & Science University as a Warehouse Administrative Assistant. This full‑time, in‑person position is located at the Medical Supply Warehouse on the South Waterfront and Marquam Hill. Work hours: Monday‑Friday, 7:30 am–4:00 pm (half‑hour lunch).

Pay

$23.63/hr – $31.98/hr (dependent on skills and experience)

Department Overview

Supply Chain and Logistics Warehouse (South Waterfront) and Marquam Hill serve as primary medical supply picking and distribution staging points. This position reports within Supply Chain and Logistics and to the Supply Chain and Logistics Warehouse.

Responsibilities

• HR Functions:
  • Maintain HR records and employee files.
  • Handle onboarding/offboarding paperwork, job postings, work schedules/OT postings, and liaison with the Warehouse org and HR.
• Payroll Functions:
  • Maintain timekeeping system and coordinate updates to employee timecards.
  • Maintain and post work schedules, including training and vacation schedules; monitor staffing needs and alert management of deficiencies.
  • Compile, organize, and submit payroll information; ensure timely distribution of employee paychecks.
• Reporting / Billing Functions:
  • Compile statistical data related to warehouse functions to measure success rates.
  • Develop and maintain reporting tools (spreadsheets, graphs, databases).
  • Complete manual billing within OHSU platforms.
  • Generate reports for budgeting and other management requests.
• Customer Service & Phone Support:
  • Resolve customer issues in a call‑center environment.
  • Handle high call volumes while maintaining composure under pressure.
  • Follow organizational guidelines and policies.
  • Serve as backup to the Administrative Assistant – Warehouse Customer Service Representative.
• Scheduling & Meeting Preparation:
  • Plan and coordinate operational schedule for approval.
  • Suspend meetings, schedule calendars for department managers and supervisors.
  • Reserve and arrange conference/meeting rooms.
  • Prepare meeting minutes and follow‑up.
• Other duties as assigned.

Required Qualifications

• Two years of general office or secretarial experience; OR an associate’s degree in office occupations/technology and one year of experience; OR a bachelor’s degree and one year of experience; OR an equivalent combination.
• Proficient reading, writing, and basic math skills.
• Strong analytical and problem‑solving ability.
• Excellent customer service skills (communication, professionalism, follow‑through).
• Proficiency with MS Office Suite (Word, Excel, Access).
• Knowledge of timekeeping systems.
• Information technology knowledge.
• Strong organizational skills with ability to meet timelines.
• Valid driver’s license with clean record (may be required).

Preferred Qualifications

• Associate or bachelor's degree.
• Knowledge of hospital materials management distribution systems.
• Medical supply familiarity/knowledge of OHSU systems and terminology.
• Two years of customer service, one year of warehouse operations, one year of hospital operations experience.
• Oracle training or prior knowledge of OHSU computer systems.

Benefits

• Healthcare for full‑time employees (100% covered) and 88% for dependents.
• $50K term life insurance at no cost.
• Two pension plans (above‑market).
• Vacation up to 200 hours per year (based on length of service).
• Sick leave up to 96 hours per year.
• 9 paid holidays.
• Tri‑Met and C‑Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and major businesses.

Equal Opportunity

Oregon Health & Science University values diversity and is an equal‑opportunity, affirmative action organization. We do not discriminate based on protected class status, including disability or veteran status. Applicants with diverse backgrounds are encouraged to apply. For reasonable accommodations, contact the AAEO Department (503‑494‑5148 or aaeo@ohsu.edu).