Shipping and receiving for McLean

• Receives all shipments of supplies, materials and equipment for McLean Inpatient and Residential locations:

o Verifies the quantity, condition, and accuracy of shipment against purchase order and packing slip as indicated by a match of inventory and receiving copy or purchase order and invoice. Enter all items received in the PEOPLESOFT system for purpose of expensing item to proper cost center and closing out purchase order.
o Unloads and distributes incoming supplies to the hospital to ensure accurate storage and distribution
o Unloads supplies in a safe and orderly manner so as to not damage items in unloading process
o Stores incoming equipment in proper storeroom locations according to established guidelines and in orderly fashion as indicated by prompt retrieval of items
o Determines, with the requesting Department, course of action to be taken on inaccurate or damaged shipments
o Attaches Capital Equipment Assets Tags to equipment using numbers provide by purchasing and specified on purchase order o Maintains Capital Equipment Asset Tracking in MGB Insight space management system
o Notifies requesting Departments of large, time sensitive/perishable equipment/supplies in timely manner to facilitate deliver, especially DEA controlled substance deliveries and or all deliveries for Pharmacy
o Demonstrates sensitivity of "confidentially" marked items or potentially personal items
o Distribute equipment and supplies to appropriate requisitioning department within 24 hours of receipt/request
o Delivers to patient care units
o Ships items being returned for specific cause in safe and cost-effective manner with attention to cost and the current MGB shipping vendor or required vendor return RMA
o Packages items in safe manner for returns
o Maintains files for shipping and returned items for required length of time in neat orderly manner as indicated by prompt retrieval of file
o Ensures all external shipments are billed to the correct cost center
Materials Management Support for Mailroom, Messenger, A/V, and Inventory Support Services:

• Maintains current perpetual inventory of medical supplies and equipment at the hospital, included required PPE:

o Trains new employees to tasks and assures smooth running of the materials management area with respect to compliance and efficient processes
o Acts as a resource for others team members and works with management to assure successful materials management process
o Maintains quality control of medical inventory and keeps the space in a clean and clutter free area, in compliance with the Joint Commission Standards
o Orders all medical inventory supplies weekly, based on the hospital’s demands and notifies buyer in timely manner when shortages occur
o Rotates the stock and performs monthly compliance checks for expired products with a less than 90 day expiration date

• Provide backup for Messenger, Mailroom Staff, Print Shop and Storeroom Clerk

o Manages department mailbox in outlook check the mcladministrativeservcies@partners.org mailbox
o Ensure timely and accurate mail delivery from postal office
o Utilizes internal directory and EPIC to look up staff and patients for mail/packages deliveries
o Maintain inventory of mail room related items such as copy paper, postage stamps and envelopes, etc.
o Operates and maintains copy equipment, hand carts and dollies
o Pick-up & deliveries around the McLean campus and to McLean Residential locations may be required
o Process and manage FedEx, UPS, USPS services utilizing the Pitney Bowes postage machine
o Audit all Inventory Management systems and assure compliance with required par levels
o Ability to multi-task and move between mailroom and storeroom when staff shortages and workflow necessitate
o Utilize the Ricoh Print MDG Device Machine and process all print jobs
o Manage the postage cash flow management to assure compliance
o Creates Forms in Adobe and Pit Stop and manage forms needs for McLean Hospital, audits vendor when printing vendor is used

• General filing and document handling

o File hard copies of Purchase Orders, delivery receipts into corresponding fiscal year filing cabinets
o File copies of personal packages receipts for compliance
o Retrieve backup documentation when departments request proof of delivery

• Audiovisual services for McLean:

o Provide audiovisual service for the hospital
o Maintaining a schedule for all audiovisual events based on audiovisual requisitions
o Stages and delivers appropriate audiovisual equipment to meeting rooms per established department procedures
o Troubleshoots problems to find the best course of action during events as to have minimal downtime
o Ship equipment to vendors for repairs as needed
o Submits request for new audiovisual equipment based on requirements and requests from internal departments
o Inspect and verify all equipment is returned and in proper working order
o Designate departments or staff to either pick-up or to secure equipment when needed (Messenger, Security or Building services)
o Work unscheduled hours to ensure events operate efficiently and without difficulty or assure others will do so when needed ie: Security, Building Services or Messenger

• Maintains commitment to safety procedures for McLean Hospital:

o Stores supplies and equipment in safe manner
o Operates all hospital vehicles in safe manner according to hospital road signs
o Maintains proper body mechanics in lifting & moving supplies & equipment to avoid injury
o Secures all doors and keys when working on patient care units and throughout the hospital
o Maintains storeroom and work area in neat and clean manner
o Prioritizes items which may be potentially dangerous or perishable to be received or stored first
o Handles all radioactive, biohazard and chemical packages per dept procedures and yearly training course offered by McLean safety office
o Ability to lift, up to 50 pounds

• Contributes to the effective Departmental relations to promote a positive image of McLean Hospital

o Meets weekly with the Director of Administrative Services and works closely with the purchasing department for efficient operations
o Leads by example with time management excellence, professionalism and cost effective measures to effectively aid in the materials management team working as one cohesive unit to support McLean inpatient and residential needs
o Readily accepts new responsibilities and assignments or projects
o Monitors operations and recognizes when support is needed and escalates for additional support
o Offers guidance and assistance to others in need for successful team management
o Maintains confidentiality of departmental information according to established procedures
o Responds to other department requests for service with accurate information
o Provides positive, supportive, courteous communication to patients, families, visitors, and hospital personnel
o Present oneself in a positive and well-groomed manner according to McLean dress code
o Answers phone in a courteous manner identifying department
o Demonstrates compliance with attendance and punctuality standards

• Other responsibilities as assigned by Director of Administrative Services

Qualifications (MUST be realistic, neither overstated nor understated, and related to the essential function of the job).

• High School Diploma Required; college preferred
• Desktop publishing skills preferred
• Driver’s license required
• Hazardous Materials Distribution Training Required, will train Skills/Abilities/Competencies Required (MUST be realistic, neither overstated nor understated, and related to the essential function of the job).
• Ability to operate a pallet jack, a two-wheeler, lift 50 lbs., walk 1-2 miles daily on McLean campus
• Ability to lift, stoop, bend, push, and pull and the ability to concentrate on detail work
• Ability to manipulate and manage mechanical items
• Strong interpersonal, verbal and written communication skills
• Ability to prioritize tasks and keep organized
• All employees must possess basic computer skills to use a variety of electronic or online systems for communication, clinical and administrative purposes
• Efficiency in Microsoft Office (Excel, Powerpoint, Word and Outlook)
• Adobe Software knowledge preferred

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