Non-OHSU Student Worker (Expeditor Admin Asst) in Remote at Remote

• 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 back orders 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.
• 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.

Job Related Knowledge, Skill, and Abilities

• 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.

• Supply Chain and/or Purchasing experience.
• Some experience working with vendors in a problem resolution capacity.