Contract Officer II / Procurement Associate

SBHU•Ronkonkoma, NY

10d

About The Position

At Stony Brook Medicine, the Contract Officer II / Procurement Associate executes purchasing and acquisition transactions for medical and non-medical goods and services, including commodities, maintenance services, software, memberships, consulting and IT contracts, equipment, construction-related services, project management, facilities planning, and physical plant needs. The role handles emergencies as needed and obtains required approvals and payments in accordance with New York State Procurement Guidelines, SUNY and New York State policies and procedures, and applicable standards. The incumbent independently manages simple through technically complex, small- to mid-dollar purchasing transactions for capital projects and related acquisitions. Responsibilities include working with users and department heads on project planning, justifications and vendor research; preparing award narratives for the Office of the State Comptroller; coordinating with SUNY legal staff; reviewing and expediting contracts and purchase orders; and helping ensure timely invoice payment. After training and probation, the position handles established work independently with minimal supervision. The role also develops, solicits, and awards sealed bids, requests for proposals, requests for qualifications, and requests for information; guides departments through requisitions and approvals; reviews vendor responsibility and user-submitted information; ensures language conforms to New York State requirements; resolves accounts payable issues, funding shortages, change orders, and receipt discrepancies; and provides customer service and procurement guidance to departments. The incumbent maintains audit-compliant records and works with buying and contracts staff to maximize purchases from NYS-certified Minority- and Women-Owned Business Enterprises and Service-Disabled Veteran-Owned Businesses. A Procurement Charge Card may be assigned for authorized use under New York State law. This position may be designated essential during institutional emergencies and may require respiratory protection. Hospital positions may be subject to changes in pass days and shifts as necessary. Employment is contingent on required pre-employment screening and clearances.

Requirements

Bachelor's degree and 2 years of procurement experience; alternatively, an Associate's degree and 5 years of procurement experience will be considered.
Excellent reading and writing skills due to the volume of contract reading.
Detail-oriented, with the ability to retain contract details and terms.
Strong computer, organizational, and customer service skills.
Verification of degree is required; a diploma or official transcript must be uploaded with the application.
A resume or CV must be included with the online application.
Before starting, successfully complete a pre-employment physical examination and obtain medical clearance from Employee Health Services.
Before starting, complete an electronic reference check with at least three professional references.
Before starting, successfully complete a four-panel drug screen and meet regulatory pre-employment screening requirements.
Provide copies of any required New York State licenses or certificates.

Nice To Haves

Experience working in a large institution, such as a medical, educational, or business institution, or in a government agency.

Responsibilities

Execute purchasing and acquisition transactions for medical and non-medical goods, services, equipment, and contracts in accordance with applicable SUNY and New York State requirements.
Independently handle simple to technically complex, small- to mid-dollar purchasing transactions for capital projects, construction-related services, equipment, physical plant acquisitions, and project management.
Work with users and department heads on project planning requirements, justifications, vendor research, and award documentation.
Prepare narratives and submissions for the Office of the State Comptroller and interact with SUNY legal staff.
Develop, solicit, and award sealed bids, requests for proposals, requests for qualifications, and requests for information.
Guide user departments in preparing requisitions and obtaining approvals.
Review and validate user information and vendor responsibility, and ensure procurement language complies with New York State requirements.
Review and expedite contracts, purchase orders, and change orders to support timely invoice payment.
Follow up on accounts payable problems, quantity increases, funding shortages, receipts of materials that bypassed Purchasing, and other procurement issues.
Train departments on State rules and regulations for sole-source commodities and respond to customer requests for procurement assistance.
Maintain detailed, audit-compliant documents, records, and files.
Work with buying and contracts staff to maximize purchases from NYS-certified Minority- and Women-Owned Business Enterprises and Service-Disabled Veteran-Owned Businesses.
Meet and interact with users and vendors to obtain best pricing and present products.
Use an assigned Procurement Charge Card as needed and in accordance with New York State law and usage guidelines.
Handle emergencies as needed and comply with essential-position requirements during institutional emergencies if designated.