Contract Officer II / Procurement Associate

Stony Brook University • Ronkonkoma, NY

11d

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, IT contracts and equipment, and contracts involving construction, project management, facilities planning, equipment, and physical plant. The role handles emergencies as needed and obtains appropriate approvals, including from the Office of the State Comptroller, in accordance with New York State, SUNY, and University Hospital policies and procedures.

The incumbent independently handles simple through technically complex, small- to mid-value purchasing transactions for capital projects, construction-related services, equipment, physical plant acquisitions, and project management. Work includes coordinating project requirements and justifications with users and department heads; researching vendors; preparing award narratives; validating user and vendor information; ensuring compliant language; interacting with SUNY legal staff; and reviewing and expediting contracts, purchase orders, and invoices. The role develops, solicits, and awards sealed bids, requests for proposals, requests for qualifications, and requests for information, and guides user departments through requisitions and approvals.

The position also addresses accounts payable issues, quantity increases, funding shortages, change orders, and receipts of materials that bypassed Purchasing; advises departments on state rules for sole-source commodities; responds to procurement questions; and maintains detailed, audit-compliant records. The incumbent collaborates with buying and contracts staff to maximize purchases from New York State-certified Minority- and Women-Owned Business Enterprises and Service-Disabled Veteran-Owned Businesses, and meets with users and vendors to support appropriate pricing and product presentations. A Procurement Charge card may be assigned for use under applicable New York State rules.

The role may be designated essential, requiring the employee to remain at or report to work during institutional emergencies. It may require respiratory protection, which may prohibit facial hair. Hospital positions may be subject to changes in pass days and shifts as needed. The position is based at Stony Brook Medicine; the posting does not specify a workplace type or regular working hours. The position is subject to pre-employment medical clearance, reference checks, drug screening, and regulatory screening requirements.

Requirements

• Bachelor’s degree and 2 years of procurement experience, or an associate’s degree and 5 years of procurement experience in lieu of a bachelor’s degree.
• Excellent reading and writing skills, given the large volume of contract reading.
• Attention to detail and the ability to retain contract details and terms.
• Strong computer, organizational, and customer service skills.
• Verification of degree is required; diploma or official transcript documentation must be included with the application.
• Resume/CV must be included with the online application.
• Successful completion of a pre-employment physical examination and medical clearance from Stony Brook Medicine Employee Health Services.
• Completion of an electronic reference check with at least three professional references.
• Successful completion of a 4-panel drug screen and applicable regulatory pre-employment screenings.
• Provide copies of any required New York State licenses or certificates.

Nice To Haves

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

Responsibilities

• Execute purchasing and acquisition transactions for medical and non-medical goods, services, equipment, and contracts within the position’s scope.
• Handle emergency procurement needs and obtain approvals in accordance with New York State, SUNY, and hospital policies and procedures.
• Independently process simple to complex, small- to mid-value purchasing transactions for capital projects, construction-related services, equipment, physical plant acquisitions, and project management.
• Coordinate with users and department heads on project planning requirements and valid justifications.
• Research vendors, prepare award narratives for Office of the State Comptroller submissions, and validate user and vendor information.
• 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.
• Ensure procurement language complies with New York State requirements and interact with SUNY legal staff as needed.
• Review and expedite contracts and purchase orders to support timely payment of invoices.
• Follow up on accounts payable payment problems, quantity increases, funding shortages, change orders, and receipts of materials that bypassed Purchasing.
• Train departments on state rules and regulations for sole-source commodities and respond to requests for procurement assistance.
• Maintain detailed, audit-compliant documents, records, and files.
• Work with buying and contracts staff to maximize purchases from New York State-certified MWBE and SDVOB firms.
• Meet and interact with users and vendors regarding pricing and product presentations.
• Use an assigned Procurement Charge card, if applicable, in accordance with New York State law and usage guidelines.
• Remain at or report to the work location during institutional emergencies if designated essential.

Benefits

• Comprehensive benefits, including generous leave, health insurance, and participation in the state pension system.
• Some positions may include annual supplemental pay such as location pay for UUP full-time positions.

What This Job Offers

• Job Type: Full-time