Staff Assistant

Job Description

Staff Assistant-1702107

Required Qualifications: (As Evidenced by an Attached Resume)
Bachelor's Degree and two (2) years of full time procurement or budgetary experience OR an Associates' degree with four years of full time procurement or budgetary experience. Knowledgeable with New York State Procurement Guidelines. Proficient in using Microsoft Word, Excel, including spreadsheet management and formulas. Administrative experience in purchasing medical and/or dental supplies.

Preferred Qualifications:
Additional years of experience in procurement preferably in Dental Office setting.

Brief Description of Duties:

Incumbent will assist and support the Assistant Dean for Clinic Operations and the Senior Staff Assistant in Procurement of School of Dental Medicine. This position will be responsible for purchasing dental supplies and will work closely with Dental Care Center in ordering required instruments and maintaining sufficient inventory of stock items for the Clinic Operations.

Budget responsibilities:
Assist in establishing fiscal forecasting for all dental equipment and materials that are utilized throughout the academic year.
Coordinate and assist in approving purchase requisition on three IFR accounts.
Ensure that open purchase orders do not exceed guidelines or budgetary levels.
Assist in monitoring the Dental Care Center’s purchase expenditures and routing monthly reconciliation for approximately four million dollar operations.
Obtain all necessary data for the submission to the Assistant Dean so that budgetary categories can be established.

Administrative responsibilities:
Coordinate and assist in managing the department’s requests for dental equipment, supplies, and course material necessary for the faculty to teach.
Coordinate meetings, obtaining price quotes and arranging for educational discounts from various dental company representatives throughout the country.

Purchasing responsibilities:
Prepare necessary procurement bid specifications for submission to the Stony Brook University Procurement Department.
Process dental requisitions for a wide variety of dental items and/or services according to the New York State Procurement Guidelines.
Responsible for review all invoices received for delivered products, check billing amounts against price quotes and resolving any discrepancies directly with the companies. Approves invoices for payment after verification that all dental items have been delivered in accordance with specifications.
Input all orders, expenditures and credits accurately into the clinic's ordering system in MS access

Dental Stores/Materials Management:
Proficiently maintain AxiUm inventory control database system. Use system's Low-Stock and Backorder Reports to provide required instruments and supplies to the SDM Dental Care Center.
Responsible for the planning and distribution, assigning and collection of dental equipment, instruments and supplies to dental students including maintaining records of all serial numbers.
Responsible for obtaining estimates for all dental equipment repairs, and coordinating the tracking of all equipment for outside repairs, arranging for payment and ensuring payment by student is made for missing/broken equipment.Coordinate the preparation and distribution of technique kits and clinic carts for pre-doctoral students and residents

Maintain the dental stores catalogue.

Maintain all equipment inventory and ensure decals are on the equipment. .

Supervise Office Assistant (to be hired) to include monitoring attendance and reviewing time-off requests.

Special Notes: FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University will be 100% tobacco-free starting January 1, 2016. See our policy and learn more at

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

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

Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Dental Medicine-Stony Brook University
Schedule: Full-time Day Shift 8:30 am - 5:00 pmSchool of Dental Medicine-Stony Brook University
Posting Start Date: Aug 8, 2017
Posting End Date: Aug 22, 2017, 10:59:00 PM
Salary: $40,000 - $53,000/Ann@1.0FTE CWE
Salary Grade: SL2


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