The Courier supervisor, will assist the department manager and, is responsible for the coordination and performance monitoring for courier routes (scheduled and ad hoc), employee time keeping, and dispatching, Oracle purchasing, receiving, vehicle maintenance and all activities associated with fulfilling pickup and delivery requests from OHSU hospitals and clinics. Provides leadership and direction to fulfill supporting roles in the OHSU mission.
This position will assist the manager with the hiring, training, motivating, management, appraisal, and discipline of personnel resources within the operation. Insures that all staff is compliant in certifications, safety, and OHSU guidelines. Includes assisting the manager in requesting and monitoring of budgets, equipment requisitions, supplies, productivity, customer interactions, and general services offered for all departments. Manages KPI (Key Performance Indicators) data to increase efficiencies, and coordinate improvement efforts where needed. Manages budgets aggressively, reducing costs where applicable, and making appropriate budgetary decisions that benefit OHSU Health Systems as a whole. Facilitates relationship building between OHSU departments to reduce cost, and benefit the growth of OHSU Health Systems staff. This position assists the manager in leading improvement initiatives and participates in courier planning and monitoring. As such, the specific purpose of this position is to help ensure the efficient, accurate, and timely execution of afore mentioned activities in accordance with the Logistics mission and customer requirements.
Function/Duties of Position
Supervisor, Leadership and Administrative Duties - Provides leadership and direction for unionized and non-unionized staff members across OHSU Health Systems. Delivers service excellence by spearheading improvement efforts in areas where responsible. Establishes department vision and sets direction to achieve OHSU's Health System and Logistics goals. Identifies and addresses staff and service issues as they occur. Acts as a role model for customer service, OHSU Code of Conduct, and service delivery for staff to follow. Leads staff performance review meetings, and is involved in all phases of staff development and disciplinary processes.
Responsible for the direct supervision of the departments day to day operations including the Courier Services staff and the services provided. Evaluates employee performance and provides input on performance appraisal. Assists the manager in interviewing, hiring, training, assigning work, and evaluating and recommending discipline in accordance with the union contract. Holds coaching sessions and gives verbal and written warnings as necessary. Responsible for coordinating tracking and compiling of statistical data (Revenue, Expenses, Workload, Scheduling, Attendance, etc) related to Courier Services in order to measure success rates within the operation, helping manager to make operational decisions. Provide input and assist manager with the yearly budgeting process and tracking of current fiscal year budget. Assists the manager with: departmental billing, timekeeping, requisitioning, receiving, paying invoices, ordering supplies and equipment, time-off scheduling, HR files, preparation of Personnel Action forms, and holding staff meetings. Assist Manager in updating the departmental web page.
Dispatch/Coordination Supervision - Works with Dispatcher to coordinate and assign the daily activities of the staff, including the prioritization and distribution of the daily work-load, both scheduled and on-call/urgent work orders as well as the regular daily activities, in a manner that ensures complete customer satisfaction. Monitors job requests ensuring timely completion and that all customer requirements were met. Maintains appropriate level of communication with and between the: Manager, Transporters, Dispatcher, Trainer, and customers to insure daily tasks are: completed, requested changes to job tickets were followed, and to inform of needed on-call/urgent deliveries or new requests. Coordinates staffing levels and start times appropriately to match projected daily workload. Analyzes data and uses judgment in making independent decisions regarding the coordination of the department. Equipment - Works with Vehicle Coordinator as needed to ensure that all vehicle, equipment, and maintenance needs are met. This includes new equipment purchases needed, maintenance on existing equipment/vehicles, any DOT or OSHA compliance required, etc.
Financial - Requests and monitors department budget. Works with Courier Operational Committee to demonstrate changes to the forecasted budget. Coordinates cost-reducing initiatives where necessary. Plans for and initiates pay and salary increases for staff. Requests capital budget for department equipment needs. Periodically audits vendor pricing to find additional cost savings for Logistics and OHSU.
Planning - Leads department planning efforts for increasing services offered and new operational initiatives. Conducts reviews of current department processes to plan for future staffing increases or decreases. Monitors service usage data to funnel efforts in direction that will increase scope of Courier Services. Proactively adjusts department services to customer need and demand. Plans training for staff to increase customer service and mitigate risk to OHSU. Periodically reviews and changes department policy and procedures to insure staff and customers have the appropriate information. Coordinates development, and department succession planning.
Customer Service - Provides customer service excellence to customers, staff, leadership, and peers. Responds to customer inquiries in timely fashion. "Closes the loop" with customers, peers, and leadership as required. Tailors services offered to customer need, bringing the best possible value to OHSU.
Communication - Spearheads department communication efforts through Staff News, Facilities & Logistics blogs, and email. Provides clear communication to customers and staff about current and upcoming Logistics and OHSU initiatives. Conducts in person presentation to customers, leadership, and staff on a variety of topics. Leads staff meetings to communicate information timely and effectively.
Process Improvement - Plans, directs, and monitors department process improvement initiatives. Manages resources to effectively deliver services in the most efficient way possible. Participates in staff feedback sessions to adjust services that will allow efficiencies for staff and customers alike. Cultures an environment of constant improvement for staff to participate in.
Staff Development and Safety Training - Provides appropriate instruction and initial orientation to new employees. Assesses training needs of staff and documents as necessary. Assists manager in the completion and implementation of individual development plans for the staff. Plans, prepares, and presents training for operational staff. Provides immediate coaching and counseling as needed. Ensures staff is properly trained and cross-trained on all departmental tasks. Ensures compliance to department Safety Policy and tracks performance for each individual, providing task specific training as needed for deficiency.
Transportation/Equipment Operation/Driving - Assists as needed in the transportation and delivery of items such as mail, payroll, lab specimens, warehouse supplies, and other business related items. Assist on: Courier requests, Operation of OHSU owned/leased vehicles and other transportation related equipment.
High School degree
3 years' operational management experience in a fleet operations/warehouse environment with personnel oversight/development OR equivalent of education and experience.
Valid Driver's License with acceptable driving record, as defined by department. Valid forklift certification or ability to obtain.
Demonstrates competence in all modules of the Microsoft Office suite.
Ability to dispatch crews on short notice.
Knowledge of labor relations.
Must possess analytical and problem solving ability.
Excellent customer service characteristics including: communication skills, professionalism and follow through. Must be able to communicate with staff at all levels within the organization.
Must be comfortable with public speaking and giving presentations. Must be able to effectively communicate program policies and procedures to stakeholders.
Must have good organizational skills with the ability to prioritize work and manage multiple duties simultaneously to meet commitments and timelines. Must demonstrate excellent attendance and punctuality.
Must have the ability to analyze customer requirements and then work collaboratively in resolving issues.
Must have the ability to use tact and diplomacy to maintain effective working relationships. Must be able to work independently and as part of a team.
Must be able to delegate to others and lead them to the completion of a task.
Must have strong typing and 10-key skills.
Must be able to utilize MS Word, Excel, and Access.
Must have knowledge of industry standards and best practices (safety and awareness training); versed in Staff Development/Training and Coaching/Counseling.
Must possess and demonstrate the ability to work within an established budget as well as assist in development of future budgets.
Must be able to perform the essential functions of the position with or without accommodation
Education:AA degree in Business or related field
Experience:2 years supervisory experience in fleet operations/warehouse environment.
Job Related Knowledge, Skills and Abilities (Competencies):DOT Training/Certification. Hazardous Materials Training/Experience/Certification. OHSA Training/Certification.Dispatcher/Workload Scheduling. Project Management. Reasonable suspicion Drug/Alcohol training.Detailed knowledge of the Portland Metropolitan area. Knowledge of computer systems including: Oracle, database management, dispatch/scheduling, package tracking software. Advanced computer skills in MS Word, Excel, Access, Power Point, Project or Web Design.
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] As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm