At Stony Brook Medicine, our Commodity Assistant Director/Sr. Procurement Officer/Sr. Purchasing Associate is responsible in accordance with the Director's edict, for the direct maintenance of the Commodities Division assignments, performances, and the continued training and professional growth of all buyers, and support staff in this section. This responsibility is inclusive of signatory authority, managing meetings, training programs, setting/enforcing internal and external policies, emergency orders (EME's), resolving Accounts Payable issues, Procurement card (P-card) audits, Payment Only' s and Procurement audit compliant transactions with corresponding audit ready files, and accountability in internal and external audits. There is also a responsibility to balance the workloads for all staff across the different commodities as demand necessitates.
Qualified candidates must demonstrate excellent interpersonal skills and time management skills. They should be focused and detail oriented and be able to work with all levels within the organization.
Duties of a Commodities Assistant Director/Sr. Purchasing Associate may include, but are not limited to:
Quality control of blanket and standing orders, processing of their timely renewals, bidding and contract documents, EME's, PO bursting, maintenance of State audit procedures, monitor continued training of all Commodities division buyers, and support staff. Daily cooperative, and administrative disbursement of assorted routine assignments and workloads with over sight and follow up of same in accordance with the Directors mandates.
Review and share all changes regarding procurement transactions, news bulletins/letters/alerts from the Attorney General's Office and Office of the State Comptroller.
Responsible for a large variety of complex transactions that encompass multi-million dollar transaction responsibilities for Medical Commodities/Supply Division Purchasing for the Hospital.
Demonstrate proficiency in Consortia/GPO buying/sourcing, including group pricing opportunities for larger discounts and rebates. Responsible for performance/maintenance and procurement of all Commodity/Medical/Supplies for the Division of Hospital Purchasing, from the simple to the unique and technically challenging high dollar transactions under the supervision and direction of the Director of Hospital Purchasing. Must be able to negotiate procurements using metrics to establish fair and reasonable awards.
Meet with and share information to strategize with other division team members, user departments, and special committees to complete small dollar transactions and share large or technically difficult transactions as assigned to meet Hospital goals.
Review Workload in Progress Reports and manage the requisitions received making certain that all requisitions are processed timely.
Review, critique and edit all Single and Sole Source Procurement packages. Review all completed procurement transaction packages for content and accuracy prior to release or before submitting for approval to OSC if required. These packages must be certified by the Commodity Purchase Associate based on Total Value of the Package.
Resolve Accounts Payable issues expeditiously.
Record/Monitor/Rectify Payment Only Transactions regarding appropriate action/proper procedure and required authorizations.
Manage Procurement Card Review and Audit for internal staff and sign off on Procurement card transactions of Division staff.
Internal Policy and Procedures for Staff. Cooperatively manage Time and Attendance Schedules/Time-Off Requests (electronic Administrative system) and Time Sheets (Kronos SBUH electronic system). Cooperative responsibility for Performance Programs/Performance Evaluations for staff members in assigned division. Develop, prepare and present Training Classes all SL-1s, SL-2s, SL-3s and SL4s. Attend Administrative Meetings, Staff Meetings, Educational Seminars and Training as assigned or required.
Qualifications
Required : (As evidenced by an attached resume):
Bachelor's Degree and eight years of on-the-job procurement, purchasing and or contracts experience. Incumbent must provide documentation of experience, which demonstrates excellent communication skills and knowledge of business/contract/purchasing best practices. Established Procurement Process experience at Buyer or Contract Officers level would be an asset. Also favorable supervisory experience in this forum.
Preferred: (As evidenced by an attached resume):
Master's Degree, and six years of on-the-job procurement, purchasing, supply chain and contracts experience. Incumbent must provide documentation of experience, which demonstrates excellent communication skills and knowledge of business/contract/purchasing practices. Established Procurement Process experience at Buyer or Contract Officers level would be an asset. Also favorable supervisory experience in this forum. Expertise in the area of State Procurement Processes, Regulations of the Comptroller and SUNY Guidelines. Additionally, desired are college and/or professional seminar certifications, and continuous professional education, and recent/formal State purchasing training seminars.
Special Note s: Resume/CV and cover letter should be included with the online application.
In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already partially vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol, including booster vaccines. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.
The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.
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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Job Number: 2105193
Official Job Title: Purchase Associate
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: University Hospital Purchasing Department
Schedule: Full-time Shift :Day Shift Shift Hours: Day: 8:30AM to 5:00PM Pass Days: Sat, Sun
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