Recall + PSI Administrative Coordinator (Administrative Coordinator)

Department Overview

The Recall and PSI Coordinator leads, coordinates, and acts as a liaison between Manufacturer recalls and PSI’s cooperative effort with Vendor(s), OHSU Supply Chain, and the OHSU clinical departments. This position is primarily responsible for planning, facilitating, and executing processes within OHSU's supply chain management team, serving as the central point of contact, and mitigating concerns related to all supply recalls identified by Leadership. This role plays a critical part in ensuring that all PSIs within the organization are addressed within the supply chain scope and resolved promptly, maintaining the high standard of patient care expected.

Function/Duties of Position

• Supply Chain Coordination
  • Plans and executes recalls or PSI efforts that include swaps of product as needed or identified by leadership, stakeholder departments, or manufacturer guidance.
  • Responsible for on-site setup, staging, and implementation of product changes or modifications to the supply chain distribution to end users at the point of use.
• Tracking and Compliance
  • Tracks recalls in ECRI or paper copies sent by manufacturers.
  • Monitors PSI reporting regarding defective supplies.
  • Identifies the affected department and coordinates and communicates a plan of action to mitigate risk to patients and staff.
  • Coordinate the reporting and return of faulty products to the warehouse.
  • Coordinate and execute the collection of specific lot numbers and quantities to accurately report supply chain impacts to vendors.
  • Package and return defective products to vendors for product returns or evaluation.
  • Track receipt of closure documentation and credit for faulty products.
• Communication
  • Provides clear, accurate, and comprehensive communication of recalls to supply chain customers (e.g., PeriOp, CTS, Nursing, etc.) and ensures clinical departments receive notices.
  • Will ensure users receive deadlines, tasks, responsibilities, progress, and product details.
  • Coordinates mass communication to hospital and clinic staff regarding product changes, including timelines and product details.
  • Acts as a single point of contact on recalls and PSIs related to the supply chain and any initiatives identified by Leadership projects.
• Project Management Coordination
  • Provides coordination to the OHSU community on all product recalls, potential patient care supply product issues, and other necessary projects related to ongoing supply chain initiatives identified by Leadership.
  • Utilizes advanced project coordination tools to create, track, and manage project plans, including tasks, time constraints, communication, and physical and personnel resources.
• Other duties as assigned.

Required Qualifications

• Four years of general office or secretarial experience; OR

• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

• A Bachelor’s degree and two years of general office or secretarial experience; OR

• An equivalent combination of training and experience.

• Must have the energy and drive to coordinate several projects simultaneously and strong organizational skills to anticipate and meet timelines.
• Must be able to work independently and as part of a team, while being collaborative in resolving problems.
• Must be able to utilize basic MS Suites, Smartsheet, and other organizational tools.
• Must be able to read and write English and have basic mathematical skills.
• Must demonstrate a thorough understanding of project management techniques.
• Excellent interpersonal and communication skills for effective interaction with Logistics, other OHSU staff, and vendors in a variety of situations.

Preferred Qualifications

• Working knowledge of hospital materials management distribution systems. Familiarity with medical supplies, knowledge of OHSU systems, and medical terminology are preferred.
• Oracle.
• Proficiency with Microsoft Project.
• Must know OHSU supply procedures and systems, including basic inventory management skills; inventory management systems; PAR stocking, ability to analyze customer requirements and establish Par levels and reorder points.

Additional Details

This is a full-time, in-person position. This is not a remote work position. Hours are Monday - Friday, 6:00am - 2:30pm, with a half-hour lunch.

This is a typical office environment on the OHSU campus, with travel between campuses, regular workdays, and hours.

The warehouse stocks hazardous items, such as IV fluids and Cidex, which employees may handle. Appropriate safety precautions are taken before handling any hazardous/dirty items. In this position, you may be required to work in locations exposed and/or affected by: weather elements including rain, hail, snow, heat, humidity, and wind; fluctuating noise levels; dust; vibrations, and, on occasion, wet/slippery areas.

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 aaeo@ohsu.edu.