Operations Support Specialist I Job at Robert Half (Palo Alto)

Job Description

We are looking for a detail-oriented Operations Support Specialist I to join our team in Palo Alto, California. In this long-term contract position, you will play a vital role in ensuring smooth and accurate patient registration processes while delivering exceptional customer service. This position requires someone who can manage multiple tasks efficiently, prioritize responsibilities, and maintain professionalism in a fast-paced environment.

Job Responsibility

Maintain and distribute controlled documents to mobile and center locations
Maintains an inventory of controlled documents, labels and tags, fulfills orders to, and from multiple locations to ensure each location using preprinted materials are using the most current version of each document
Maintains Donor Services Critical Supply Verification process by checking in supplies and verifying shipment number, lot number and expiration dates match what was logged by materials management
Verifies package inserts for updates or revision changes and obtains certificates from manufactures for products that require them
Orders and maintains office supplies and equipment for donor services
Maintaining par levels for all office supplies and distributes them to locations when needed
Obtains special requested supplies and equipment for donor services by obtaining quotes from vendors and working with purchasing to ensure orders arrive quickly and on time to meet the varying needs of the donor services team
Handles preventative maintenance (PM) and equipment repair tasks for donor services
Performs PM tasks on various equipment within donor services, reaches out to vendors and coordinates PM's for more complicated equipment
Handles problem equipment requests from staff members by diagnosing equipment and performing repairs on equipment when able or sending equipment out to vendors for more complicated repairs
Handles bag and kit reporting for donor services by taking incoming problem bag and kit reports from donor services staff and completing vendor requirements to report any defective products to the vendor and our quality and regulatory affairs (QRA) team
Maintains supply and equipment records for the OS department both in paper form when necessary and in digital form by entering information into a software system
Maintains the most current version of package inserts and certificates and obtains digital copies when possible
Recalls records from offsite storage when necessary
Assists other Operations Support Specialists with projects and tasks as assigned

Requirements

Knowledge of general practices, program, and/or administrative specialty
Knowledge of and proficiency in the use of Microsoft Office Suite applications and standard office equipment
Knowledge of English grammar, spelling, and punctuation
Familiarity and understanding of project management principles and practices
Ability to take initiative and independently plan, organize, coordinate, and perform work and projects in various situations where numerous and diverse demands are involved
Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty
Ability to make independent decisions and exercise sound judgment
Ability to compile, write, and present reports related to program or administrative specialty
Ability to communicate effectively, both orally and in writing
Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

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Operations Support Specialist I

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Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

Operations Support Specialist I

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