Hospital Procurement Officer II / Procurement Associate

Stony Brook, NY
Oct 13, 2017
Institution Type
Four-Year Institution
Job Description

Hospital Procurement Officer II / Procurement Associate-1703051

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Position Summary

At Stony Brook Medicine, our Procurement Associate / Officer IIs will be responsible and must be familiar and adept with the proper execution of high volume, lower to mid-range dollar transactions related to the purchasing and acquisition of goods, commodities, equipment, contracts, and services as needed or required to sustain and safe guard the Hospital’s resources. Assigned purchasing/financial areas of responsibility may be related to Contract/Services, including service maintenance, software, memberships, consulting and IT contracts; and/or Equipment, Construction at the scope and threshold for Construction, P.M.O., Facilities, Equipment, and Physical Plant including capital projects, architectural and engineering and consulting contracts, developing bid specifications that meet the hospital’s clinical and or structural needs, for supplies, maintenance and repair; and/or General/Medical Commodities which address and maintain all routine day-to-day product supply for both general and clinical areas, GPO /Consortia utilization, bulk buying, developing and maintaining standing and blanket orders in accordance with usage demands. All areas handle emergencies as needed in accordance with NYS Procurement Guidelines, with proper approval from OSC and/or Attorney General’s Office, and payment for all goods and services received at University Hospital Medical Center in accordance with SUNY and New York State Policies and Procedures and Standards. Officers will be required to become proficient in NYS Procurement Law and SUNY Policies. Officers must maintain procurement goals and standards outlined by the State of New York.

Qualified candidates should demonstrate excellent interpersonal skills, negotiating capability and time management skills. They should have attention to detail and be able to work with all levels of the organization.

Duties of a Procurement Associate, may include the following but are not limited to:

(Actual duties will be determined by area or division of assignment and to be clarified by a Performance Program)

  • The incumbent will self-reliantly have the primary responsibility to execute simple to more technical small low to mid dollar value purchasing transactions and acquisitions after being educated on processes. Included in these responsibilities are: Department Head interaction for project planning, development of bid specification, valid justifications, vendor research, developing evaluation criteria, review and validate user information, vendor responsibility review, developing evaluation criteria, conform language to be in compliance with New York State requirements, participating in evaluation selection process for awards, narratives for submissions to the Office of the State Comptroller, interaction with SUNY legal staff, review and expedite contracts, purchase orders, change notices, blanket and standing orders, etc., to ensure timely payment of invoices against issued purchase orders. After initial training period Officers will work independently with minimal supervision once established (upon completion of training/probation period).
  • Develop, solicit, and award sealed bids, requests for proposals, request for qualification and request for information; responsible to process varied dollar and simple to complex purchasing transactions up to $500,000.00 independently and with supervision for more complex transactions and/or higher dollar thresholds, (may require OSC and/or AG approval. Interact and meet with department heads for project planning, development of bid specifications, valid justifications, vendor research, develop evaluation research for timely awards, develop evaluation criteria, participate in evaluation and selection process, and provide guidance and instructions in the preparation of requisition approvals for user departments, narratives for submissions to the Office of the State Comptroller, interaction with SUNY legal staff; review, expedite contracts and purchase orders to ensure timely payment of invoices against issued procurements, Coordinate and communicate with appropriate Albany offices to facilitate the efficient and timely processing of contractual agreements. Accumulate and analyze data and statistics on procurement transactions. Work with buying/contracts staff to maximize purchases from NYS Certified Minority and Woman owned firms and Disabled Veteran’s Businesses under the MWBE and SDVOB programs.
  • Establish clear communications and timely follow up with User Departments and Vendors.
  • Maintain Audit Compliant electronic and paper files with well-established chronological data.
  • Follow up on accounts payable payment problems including increasing quantities, notifying department of funding shortages, timely change order execution, follow up on receipts of materials that by-passed Purchasing, train departments about State rules and regulations for sole source commodities, provide timely customer service response to calls for assistance in solving procurement problems.
  • Prepare statistics for product usage; attend weekly meetings for follow up of user needs, accumulate and analyze data and statistics on procurement transactions. Work with our Coordinator for Minority Women Business Enterprise (MWBE) and Disabled Veterans (SDVOB), Senior Procurement Data Management Analyst and buying staff to maximize purchases from NYS Certified (MWBE) and (SDVOBs) firms and New York State representatives.
  • Procurement Card (“P” card usage and reconciliation) responsibilities as assigned or needed.
  • Incumbent may be assigned other duties as needed for the operations of the Purchasing Department.
  • If applicable: May be required to provide paralegal support or the equivalent support in the understanding of legal language; operational assistance with real estate, leases, and similar contracts (subject to candidate having paralegal skills/experience).
  • *Required: (As evidenced by an attached resume): Associate’s degree and a minimum of 6 years of related 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 and ability to process bids, quotes, change notices, contract amendments and extensions for diverse categories of contracts. Strong computer and customer service skills are required to enable efficient processing of searches, document preparation and negotiation. Some fluency in working in an institution or business procuring either commodities, equipment and/or services. (*Requirements will be indicated by past work history).

    **Preferred: (As evidenced by an attached resume): Bachelor’s degree and a minimum of 4 years of related business experience. Well versed in 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.

    Familiarity and experience with state agencies to include SUNY Central Policy, Attorney Generals of the State with respect to contract language, format, liability and terms and conditions, for approval as well as SUNY funding encumbrance systems, as accounts payable procedural requirements to ensure timely payments and expending of hospital funds and maintaining audit compliant files. Paralegal experience or an equivalent current working understanding of legal language and established practical experience. (**Preferred Experience will be indicated by past work history).

    Special Notes: Primary work location for this position is our Ronkonkoma office. 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.

    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

    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 an Affirmative Action/Equal Opportunity employer. We are committed to the creation of a diverse and inclusive campus climate. We encourage protected veterans, individuals with disabilities, women and minorities to apply.


    Official Job Title: TH Instructional Support Associate
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: University Hospital Purchasing Department-Stony Brook University Hospital
    Schedule: Full-time Day Shift 8:30 am-5:00 pmUniversity Hospital Purchasing Department-Stony Brook University Hospital
    Posting Start Date: Oct 12, 2017
    Posting End Date: Oct 26, 2017, 11:59:00 PM
    Salary: $42,000 - $50,000
    Salary Grade: SL2


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