Duke University Health System (DUHS) Job Descriptions

HOSP DOCK OPS COORDINATOR

Job Title: HOSP DOCK OPS COORDINATOR
Job Code: 5642
FLSA: E
Job Level: G2
Revised Date: 05/13/2024
Supervisory Responsibility: Yes

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General Description of the Job Class

This role reports to the Director, Hospital Supply Chain and is responsible for overseeing the loading docks, transportation schedules, and inbound and outbound shipments. The Dock Operations Coordinator will ensure that shipments are loaded and unloaded efficiently, safely, and on time.

The Dock Operations Coordinator is responsible for optimizing the flow of goods and materials entering and leaving DUH. This includes managing delivery and pick-up appointments, assigning dock space, coordinating with carriers and shippers, and inspecting incoming shipments. The goal is to streamline the supply chain by reducing delays, eliminating clutter, increasing efficiency, and minimizing costs associated with receiving goods.

Primary duties include planning and scheduling dock activities, such as assigning staff, equipment, and space; monitoring and supervising dock workers; checking and verifying incoming and outgoing shipments; ensuring compliance with safety, security, and environmental regulations; communicating and coordinating with other departments; and troubleshooting any issues or problems that arise. This role also ensures that the egress areas of the dock areas are clear of clutter and in compliance with the fire safety code.

A Dock Operations Coordinator must excel at multitasking, planning, organizing, and problem-solving. The Dock Operations Coordinator must also be able to work well under pressure and manage many different tasks simultaneously.

Duties and Responsibilities of this Level

- Manage the overall day-to-day operations of the docks to promote efficiency.

- Ensure timely loading and unloading of materials.

- Maintain accurate records of inbound and outbound shipments.

- Ensure that shipping and receiving is operated in an organized and timely manner.

- Lead a team of associates and coordinate tasks to ensure efficient workflow.

- Communicate with drivers and customers regarding shipment schedules and delays.

- Enforce safety regulations and protocols to prevent accidents or injuries.

- Coordinate with other departments within the hospital to ensure smooth operations.

- Work collaboratively with leadership, clinical and non-clinical, to develop and maintain programs and processes designed to ensure compliance of service delivery standards; take appropriate actions by implementing and managing customer service level agreements (SLA).

- Resolve any issues or conflicts with employees, customers or vendors.

- Knowledge of logistics and barcode scanners, as well as the ability to operate and ensure maintenance of dock equipment such as forklifts and pallet jacks.

- Maintain a working knowledge of applicable Federal, State, and local laws and regulations, as well as internal policies and procedures to ensure adherence in a manner that reflects safe, honest, ethical, and professional behavior which support the vision and value of the organization.

- Working knowledge of best practices and standards of dock operations such as loading patterns, stacking heights, etc....

- Responsible for timely and accurate receipt of materials (packages or pallets) while ensuring coordination among the various teams involved in the process.

- Responsible for practicing an effective loss prevention plan and using process improvement as the method of development and execution. Maintain responsibility and accountability for the integrity of inbound and outbound materials with a commitment towards continuous measurable improvement.

- Serve as operational and technical logistics resource representing Hospital dock operations.

- Serve as a point of escalation for internal and external key stakeholders and the dock team concerning dock activities and receiving.

- Monitors and reports quality and productivity metrics and takes appropriate action.

- Maintain the cleanliness and organization of the shipping area, loading dock, surrounding 0-level halls, and trash areas.

- Ensure records/documentation are completed daily. (i.e. cold chain, HTC/P, damaged, spoiled, short shipped).

- Ensure products on docks are appropriately staged in their designated staging area such as; RGAs to return funds to Duke.

- Ensure that expired products are disposed of in accordance with government and Duke policies.

- Be a leader and role model within the organization, setting an example for others to follow and inspiring others to achieve their best work.

- Develops and implements policies and procedures that direct logistics operations; reviews and evaluates existing operational methods and procedures for effectiveness and efficiency; initiates change as necessary to ensure compliance with federal, state, and county laws, rules, and regulations.

- Provide associate training, performance feedback, and disciplinary recommendations when necessary.

- Possess a "can do" attitude with a "will do" work ethic.

- Keen knowledge of how changes in any specific operational metric impact overall performance and strategic thinking.

- Strong analytical/quantitative skills.

- The ability to make decisions, work under pressure, and exercise good judgment in critical situations.

- Teamwork and customer service orientation.

- Utilizes resources such as colleagues at other organizations, professional organization affiliations, and industry information to identify trends and opportunities for performance improvement efforts.

- Strong negotiation and influencing skills with the ability to drive results through a matrix structure is required.

Required Qualifications at this Level

Education

Typically requires a Bachelor's degree in Logistics, Business, Accounting, Finance, Healthcare and/or other related field.

Experience

Five years of experience in logistics, supply chain, or healthcare management. Two years leadership, preferred.

Degrees, Licensure, and/or Certification

Valid Driver's License Required.

Must have NFPA 1072 (Hazardous Materials certification from Office of State Fire Marshal), or be willing to obtain one within 12 months of hire.

Must have NIMS training or be willing to obtain one within 12 months of hire.

Must have Forklift certification or be willing to obtain one within six months of hire.

NC OSHA 30 Training, preferred.

Previous experience in LEAN Six Sigma methodologies preferred, but not required.

Knowledge, Skills, and Abilities

- Familiar with process improvement and continuous improvement methodologies

- Team builder with a win/win approach

- Effective oral and written communication skills

- Must be flexible and positive in a fast-paced and ever-changing environment

- Strategic thinking and strong leadership skills

- Demonstrate a positive attitude, high integrity, and self-discipline

- Freight handling experience

- Transportation/Dock operations experience

- Knowledge of Microsoft Office

- Proven ability to persuade, inspire, influence and negotiate

- Ability to look at situations from several points of view

- Ability to be sensitive to customers' needs through quality service principles.

- Possess a sense of urgency and a proactive customer service philosophy.

- Possess a high level of interpersonal skills necessary to work cooperatively with various constituents.

Distinguishing Characteristics of this Level

N/A

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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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Essential Physical Job Functions

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.