At Stony Brook Medicine, our Assistant Buyer/Expeditor is responsible for the proper execution and follow-up of transactions related to contract and purchase order placement. Transactions may include, but are not limited to, capital and construction, maintenance of equipment, medical supply commodities, software support/implementation/installation, memberships, consulting services, and revenue contracts. The overall goal is to obtain the required contracted services or product at the right price, within the required time frame, and with favorable terms, while adhering to NYS Finance Laws and Procurement Guidelines.
Qualified candidates should demonstrate excellent interpersonal skills and time management skills. They should have attention to detail and be able to work with all levels of the organization.
Duties of an Assistant Buyer/Expeditor may include the following but are not limited to:
Primarily the entry level Assistant Buyer / Expeditor will work directly with Senior Buyers to process requests from SBH departments and will be responsible for the Requisition to PO (Purchase Order) placement process.
The Assistant Buyer/Expeditor will communicate with Senior Buyers and department leadership to assist in the efficient processing of purchase orders and contracts that require special handling and reporting to other agencies.
This role will also be responsible for processing daily transactions and follow-up on open items needing attention to resolution.
Executes activities related to NYS purchasing guidelines and ensures that orders are placed in a timely basis.
Responsibility to process contract amendments and extensions for all different categories of contracts, including, but not limited to, medical supply commodities, computer software and hardware, service and maintenance of medical equipment, reimbursement services, transcription, courier and miscellaneous services. This may also include the processing of some high dollar transactions in accordance with NY State and University procedures and guidelines.
Responsible to perform a wide variety of Procurement support activities including contracting and bid related operations (i.e., access to legal and proprietary information such as contract and bid documentation which may include highly confidential material). This involves witnessing public bid openings and being the Procurement Liaison to various professionals both inside and outside of the University.
Responsible to resolve funding problems, coordinate efforts to minimize lapsing fund issues and address Accounts Payable matters in a timely matter. Resolve contractual problems and strive to establish vendor performance quality controls.
Use MS Outlook Email System for Departmental, Vendor, Office the State Comptroller and others as required.
Handle all small dollar maintenance orders and service contracts on Purchase Orders.
Prepare simple IFB's (Invitation for Bids) and T-Contracts (Multi-year PO's <$250K) for new contracts as required.
Implement premium utilization of M/WBE and SDVOB's vendors for contractual services and provide data and statistics to our assigned M/WBE and SDVOB as required.
P-card will be assigned and transactions will be processed as necessary.
Incumbent will be cross trained and have the ability to assist in all Departmental Procurement Transaction as needed or directed.
Other duties, as assigned and related to procurement.
Required : Bachelor's degree and 1 year of business experience. Due to the large volume of contract reading, Incumbent must have excellent reading and writing skills. Some procurement related experience required as it will aid the incumbent's responsibility to process contract amendments and extensions for all different categories of contracts. Strong computer and customer service skills are a must to enable efficient processing of searches, document preparation and negotiation.
Preferred : Some experience working in a large hospital/medical institution or business procuring commodities, equipment and services. Familiarity and knowledge of Lawson and SUNY Systems or similar systems appreciated .
Special Notes : Resume/CV and cover letter should be included with the online application.
Posting Overview : This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).
If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.
Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
All Hospital positions maybe subject to changes in pass days and shifts as necessary.
This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
Prior to start date, the selected candidate must meet the following requirements:
Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
Complete electronic reference check with a minimum of three (3) professional references.
Successfully complete a 5 panel drug screen*
Successfully complete a Background Check investigation.
Provide a copy of any required New York State license(s)/certificate(s).
Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.
*The hiring department will be responsible for any fee incurred for examination .
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.
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Official Job Title: TH Instructional Support Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Purchasing-Stony Brook University Hospital
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 AM - 5:00 PM Pass Days: Sat, Sun
Posting Start Date: Sep 11, 2020
Posting End Date: Dec 11, 2020, 4:59:00 AM
Salary: Commensurate with experience
Salary Grade: SL1
Internal Number: 2002382
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.