Job Description

Department Overview

The primary objective of this role is to support the organization’s clinical and operational teams by ensuring that essential medical supplies are available, accurately stocked, and effectively managed at the point of use. The Senior Supply Automation Specialist works throughout the hospital and at designated off-site locations to execute established supply automation processes, implement changes directed by management or administrative staff, and maintain the operational performance of supply stations and inventory systems.

This role is responsible for the hands-on setup, maintenance, replenishment, troubleshooting, and optimization of supply stations and automated inventory systems, including ParEx, KanBan, Pyxis, ParKing, and ScrubAvail. The Specialist sets up and relocates supply stations, installs and maintains bins, scales, shelving, labels, and related equipment; performs ParEx bin resets; restocks supplies; troubleshoots system and equipment issues; and implements approved changes to inventory locations, par levels, and station configurations. Management and administrative staff establish priorities, processes, inventory strategies, and system requirements; the Senior Supply Automation Specialist is responsible for accurately and efficiently executing those decisions in the operational environment.

The Senior Supply Automation Specialist serves as a field-based resource for supply automation operations, providing direct support to clinical departments and identifying issues that may require adjustment or escalation. The Specialist communicates observations, recurring problems, and opportunities for improvement to management or administrative staff and assists with implementation of approved solutions. When designated by management, the Specialist may provide day-to-day coaching and training to staff and assist with coordinating assigned operational activities. This position represents the second tier within the job classification and reports directly to Logistics Managers.

Function/Duties of Position

Supply Automation & Point-of-Use Systems

• Executes established processes and procedures for the operation, maintenance, and replenishment of hospital-wide supply automation systems, including ParEx, KanBan, Pyxis, ParKing, and ScrubAvail.
• Sets up, relocates, and modifies supply stations based on approved plans, department requests, and directions from management or administrative staff.
• Installs, moves, and maintains supply station components, including bins, shelves, scales, labels, signage, and other inventory-management equipment.
• Performs ParEx bin resets and implements approved changes to item locations, quantities, par levels, bin configurations, labeling, and other system requirements.
• Restocks supply stations and automated dispensing systems according to established replenishment processes, approved inventory levels, and customer-specific requirements.
• Troubleshoots supply station and system issues, including incorrect inventory levels, missing or misplaced supplies, scanner or scale issues, bin configuration problems, and system discrepancies.
• Identifies and reports recurring system, equipment, inventory, or workflow issues to management or administrative staff and assists with implementing approved corrective actions.
• Performs routine maintenance and quality checks of supply automation equipment and coordinates or escalates equipment issues requiring additional support.
• Implements approved changes associated with supply automation projects, conversions, expansions, relocations, and optimization initiatives.
• Maintains accurate item-to-location assignments and ensures supply stations are configured and maintained according to established standards and approved requirements.

Inventory Management & Supply Optimization

• Executes established inventory and replenishment processes to maintain appropriate supply levels at assigned locations.
• Performs inventory counts, supply station audits, and quality checks to verify inventory accuracy and system integrity.
• Reviews inventory and supply station conditions in the field and communicates discrepancies, trends, and opportunities for improvement to management or administrative staff.
• Implements approved changes to par levels, item locations, stocking quantities, and supply station configurations.
• Supports product conversions, substitutions, new product implementations, and discontinued-item transitions as directed.
• Ensures supplies are properly labeled, organized, rotated, and maintained according to established standards.
• Provides operational feedback regarding supply utilization, inventory levels, workflow challenges, and customer needs to support management and administrative decision-making.

Supply Station Setup, Maintenance & Troubleshooting

• Serves as the hands-on operational resource for departments requiring assistance with supply station setup, relocation, reconfiguration, replenishment, and troubleshooting.
• Executes supply station installations and relocations according to approved layouts, plans, and departmental requirements.
• Conducts on-site assessments to identify equipment, inventory, workflow, or space issues and communicates findings to management or administrative staff.
• Responds to customer requests related to supply locations, stocking, system functionality, and supply station configuration.
• Resolves routine operational issues within established procedures and escalates issues requiring management, technical, or administrative decisions.
• Implements approved solutions and verifies that supply stations are functioning as intended following changes or repairs.

Customer Service & Cross-Functional Collaboration

• Provides responsive, professional customer service to clinical, procedural, and operational departments throughout the hospital.
• Responds to customer concerns related to supplies, replenishment, supply stations, and automated inventory systems and resolves issues within established processes.
• Communicates with customers and staff using appropriate organizational communication tools, including email, Vocera, phone, Microsoft Teams, and other approved systems.
• Works with management and administrative staff to implement approved changes in clinical and operational areas.
• Provides field-level information and feedback to assist management and administrative staff in evaluating supply automation performance and customer needs.
• Escalates issues appropriately when resolution requires a change to established processes, inventory strategy, system configuration, or organizational priorities.

Training, Coaching & Operational Support

• Coaches and assists staff in the proper operation, stocking, maintenance, and troubleshooting of supply automation systems.
• Assists with onboarding, training, and cross-training employees on established supply station processes, equipment, inventory standards, and priorities of work.
• Serves as a hands-on subject matter resource for ParEx, KanBan, Pyxis, ParKing, ScrubAvail, and related supply automation processes.
• Provides operational guidance to staff within established procedures and escalates questions requiring policy, strategy, or process decisions.
• When designated by management, assists with coordinating assigned daily operational activities and priorities.
• Supports implementation of standard work, procedures, training materials, and process improvements developed or approved by management and administrative staff.

Quality, Safety & Continuous Improvement

• Performs routine quality checks of supply stations, inventory, equipment, labeling, and replenishment activities.
• Identifies opportunities to improve supply availability, inventory accuracy, space utilization, workflow efficiency, and customer experience and communicates recommendations to management or administrative staff.
• Participates in continuous improvement initiatives by providing hands-on operational expertise and implementing approved process improvements.
• Monitors the effectiveness of implemented changes and reports results, issues, and additional needs to management.
• Follows established organizational policies, procedures, safety standards, infection prevention requirements, and regulatory requirements.

Other Logistics Support

• May assist with supply delivery, replenishment, and other logistics activities as needed to maintain uninterrupted customer service.
• May operate carts, hand trucks, and other approved equipment necessary to safely move supplies and supply station components throughout the hospital.
• Performs other related duties and responsibilities as assigned by Logistics leadership.

Required Qualifications

• Experience performing stores and inventory work; AND Training or experience providing knowledge of inventory control systems, and transportation agencies and shipping methods.
• May require current Driver’s license and driving record that meets OHSU’s driving requirements.
• Knowledge of spoken and written English at the high school graduate level
• Experience in logistics, inventory management, supply chain, healthcare supply operations, or a related field, with demonstrated ability to manage inventory, troubleshoot operational issues, and provide customer service.
• Must be able to maintain compliance with organizational guidelines and policies.
• Conflict resolution skills and the ability to demonstrate effective time management.
• Must have effective communication skills, both oral and written, have and maintain a working knowledge of computer operations to include checking and using electronic mail, must be able to adapt to changes in the work environment and related assignments, and must be committed to the task at hand.
• Experience and/or understanding of stock on hand and min/max counting, including rotation of stock and expiration checks.
• Hazmat certification within 3 months of hire through OHSU
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications

• High School Diploma or GED.
• Experience working with healthcare supply automation or point-of-use inventory systems such as ParEx, KanBan, Pyxis, ParKing, or ScrubAvail.
• Experience with supply station setup, optimization, troubleshooting, and process improvement is highly desirable
• Understanding how to set min/max’s; experience using handheld counting devices;

Additional Details

Employee may work throughout the hospital, clinical and patient-care areas, and off-site organizational locations. The position may require working around patients, visitors, clinical staff, medical equipment, and active patient-care activities, as well as exposure to dirty or soiled linen, IV fluids, Cidex, cleaning agents, and other potentially hazardous or infectious materials. Appropriate safety precautions, personal protective equipment, and established handling procedures must be followed. Travel between hospital and off-site locations may be required to establish, relocate, maintain, troubleshoot, or support supply stations and inventory systems.

Depending on the assigned location, employee may be exposed to weather elements including rain, hail, snow, heat, humidity, and wind; fluctuating noise levels; dust; vibrations; and wet or slippery areas. The position may require standing and walking for extended periods and frequent bending, reaching, lifting, pushing, and pulling of supplies, equipment, bins, and other supply station components. Employee is expected to follow all applicable organizational safety, infection prevention, transportation, and workplace safety requirements.

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 askhr@ohsu.edu