Equipment Planner

SBHU•East Setauket, NY

3d•Onsite

About The Position

The Equipment Planner is a key member of Stony Brook Medicine / Stony Brook University Hospital’s Department of Facilities Planning & Design. This is a dynamic role that will provide the candidate the opportunity to interact with various user groups and divisions throughout our institutions. The Equipment Planner will responsible for all aspects of Furniture, Fixtures & Equipment (FF&E) planning and its associated equipment quoting, procurement, delivery processes for any/all construction, renovation or relocation projects designated as the responsibility of our Department of Facilities Planning & Design. This position will consistently be working closely with multiple internal clinical and non-clinical end users and third-party contracted architects and vendors to ensure all FF&E contained within assigned projects is properly planned coordinated in a timely manner in accordance with a construction schedules while remaining in compliance with all NYS Procurement Guidelines. The selected candidate will be processing, entering requisitions, tracking purchase orders, monitoring receiving, and coordinating payment with vendors and our internal Accounts Payable Office. The Equipment Planner will utilize various internal software applications to achieve most assigned tasks. This position will be responsible for generating weekly, monthly, and ad-hoc reports as requested by Dept. of Facilities Planning’s Equipment Coordinator, Director and any other senior management as needed. The incumbent will gain a thorough, comprehensive understanding of all NYS Purchasing and Procurement guidelines and our various internal financial systems.

Requirements

Associate’s Degree in business or related field, plus a minimum of 5 years of work experience. Or, in lieu of degree, 10 years work experience with a sole focus on equipment planning for new construction and/or renovation projects.
Equipment planning and equipment purchasing experience.
Must have own transportation to be able to assist our internal department’s Equipment Coordinator and Project Manager’s at any offsite, SBM/SBUH clinical project locations assigned as the responsibility of the Department of Facilities Planning & Design.
Proficient in Microsoft Excel and Word.

Nice To Haves

Healthcare related experience.
Familiarity with SUNY BI, Lawson, ProjectMates, CPR and CLM.
Bachelor’s Degree in Business or related field.
Experience with NYS Procurement Policy, Procedure and Guidelines.

Responsibilities

Preparation and coordination of all necessary documentation related to FF&E planning for construction, renovation, or relocation projects.
Preparing internal department “Equipment Standardization Forms and Documents” using Microsoft Excel to maintain current equipment information database.
Coordination between internal departments or external vendors for FF&E specification review, timely deliveries, and acceptance of ordered items.
Creating a catalogue of all internal (existing) and external (new) equipment FF&E deliveries and their locations to ensure timely receipt and turnover.
Developing a thorough understanding of internal procurement procedures and New York State purchasing guidelines.
Liaising with Procurement and entering requisitions.
Tracking purchase orders and change orders.
Coordinating equipment specifications and delivery with the Hospital Construction Project Management Office, architects, and vendors.
Overseeing and monitoring receiving of equipment.
Liaising with the SBUH Accounts Payable (A/P) Office to ensure timely payment of invoices.
Developing a thorough understanding of systems such as SUNY Lawson software, Project Mates construction project planning software, and others as assigned.
Monitoring, updating, and tracking Excel schedules for all equipment purchases by project and account.
Accurately tracking and analyzing financial, procurement, and A/P information for all equipment purchases.
Interacting with various departments (e.g., Hospital Receiving, Accounts Payable, Property Control, Internal Audit, and other state agencies).
Providing information on compliance with all equipment purchase transactions.
Maintaining all records required on Project Mates to provide a clear audit trail of all equipment purchases.
Assisting with the fiscal year-end process.
Reconciling projects and accounts for closeout.