Assistant Buyer / Expeditor

Stony Brook University Stony Brook , NY 11790

Posted 2 months ago

Position Summary

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="">

  • 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 Qualifications:
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 Qualifications:
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 Note:

This position will remain posted until filled or for 90 days max.

An initial review of all applicants will occur two weeks from the posting date. 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 are 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.

The selected candidate must successfully clear a background investigation. 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 (The hiring department will be responsible for any fee incurred for examination), submit (3) written references, and provide a copy of any required New York State license(s)/certificate(s). Please be advised that failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

The best ideas in medicine start with the best people. At Stony Brook Medicine, our highest calling is to put the power of ideas to work in our patients' lives. Stony Brook Medicine integrates and elevates all of our health-related initiatives: education, research and patient care. Stony Brook Medicine is Long Island's premier academic medical center. With 603 beds, we serve as the region's only tertiary care center and Level 1 Trauma Center, and are home to the Stony Brook Heart Institute, Stony Brook Cancer Center, Stony Brook Children's Hospital, Stony Brook Neurosciences Institute, and Stony Brook Digestive Disorders Institute. We also encompass Suffolk County's only Level 4 Regional Perinatal Center, state-designated AIDS Center, state-designated Comprehensive Psychiatric Emergency Program, state-designated Burn Center, the Christopher Pendergast ALS Center of Excellence, and Kidney Transplant Center. It is home of the nation's first Pediatric Multiple Sclerosis Center.

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.

This function/position has been 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.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE UNIVERSITY HUMAN RESOURCE SERVICES DEPARTMENT AT (631) 632-6161 OR THE UNIVERSITY HOSPITAL HUMAN RESOURCES DEPARTMENT AT (631) 444-4700.

IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (631) 632-6350. IT CAN ALSO BE VIEWED ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

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Assistant Buyer / Expeditor

Stony Brook University