At Stony Brook Medicine, our Contract Officer II / Procurement Associate is responsible to be familiar and adept with the proper execution of all transactions related to the purchasing and acquisition of medical and non-medical goods, (commodities, service maintenance, software, memberships, consulting and IT contracts equipment, services and contracts at the scope and threshold for Construction, P.M.O., Facilities, Equipment, and Physical Plant including architectural and engineering and consulting contracts). Handles emergencies as needed and obtaining in accordance with NYS Procurement Guidelines, proper approval from OSC 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.
Duties of a Contract Officer II / Procurement Associate may include the following but are not limited to:
- The incumbent will self-reliantly have the primary responsibility to execute simple to more technical small to mid-dollar value purchasing transactions for capital projects including construction related service contracts, equipment acquisitions, Physical Plant acquisitions and project management. Included in these responsibilities are: User and Department Head interaction for project planning requirements, valid justifications, vendor research, for awards, 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.
- Become independently proficient at developing, soliciting, and awarding sealed bids, requests for proposals, request for qualification and request for information responsible to process varied dollar and simple to complex purchasing transactions. Provide guidance and instructions in the preparation of requisitions approvals for user departments.
- Included in these responsibilities are: Department Head interaction for project planning, valid justifications, vendor research, review and validate user information, vendor responsibility review, conform language to be in compliance with New York State requirements, interaction with SUNY legal staff, review and expedite contracts, purchase orders, etc., to ensure timely payment of invoices against issued purchase orders independently with minimal supervision once established (upon completion of training/probation period).
- Follow up on accounts payable payment problems including increasing quantities, notify 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.
- Maintain detailed audit compliant documents, records, and files.
- Work with buying/contracts staff to maximize purchases from NYS Certified Minority and Woman owned firms under the MWBE and SDVOB programs.
- Meet and interact with users and vendors for best pricing product presentation.
- May be assigned a Procurement Charge card ("P" card) for usage as needed, within the guidelines and usage set forth by NYS Law. List them in order of importance.
Qualifications
Required :
- Associate's degree.
- Two Years 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 multifarious diverse categories of contracts.
- Strong computer and customer service skills are a must to enable efficient processing of searches, document preparation and negotiation .
- Detail oriented.
Preferred :
- Bachelor's degree .
- Three years of business experience.
- Experience working in a Large Institution (Medical/Educational or Business) would beneficial.
- Proficient customer service/procurement skill sets a plus.
Primary work location for this position is our Ronkonkoma office.
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.
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- 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 .
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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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