Equipment Planner

SBHU•East Setauket, NY

7d•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. Duties of a may include the following, but are not limited to: Equipment Planning Process: · Incumbent will be responsible for the preparation and coordination of all necessary documentation related to the FF&E planning coordination for any/all construction, renovation or relocation projects designated as the responsibility of our department in a self-competent and efficient manner. · Preparing internal department “Equipment Standardization Forms and Documents” mainly through the use Microsoft Excel to maintain current equipment information database to be used for all assigned and future projects accordingly. · Coordination between all internal departments or external vendors associated with any/all construction, renovation or relocation projects designated as the responsibility of our department to ensure FF&E specification review, timely deliveries and acceptance of all items ordered in a self-competent and efficient manner. · Creating a catalogue of all internal (existing) equipment and/or external (new) equipment FF&E deliveries and their current known existing department locations or their new equipment storage rooms in a self-competent and efficient manner to ensure all FF&E planned for any/all assigned projects is received and/or ready for turnover to internal departments and/or third-party contractors that matched assigned project construction schedules. Equipment Procurement Process: · Develop a thorough, comprehensive understanding of all internal procurement procedures and New York State purchasing guidelines. · Liaise with Procurement and enter requisitions. · Track purchase orders and change orders. · Liaise with the internal Hospital Construction Project Management Office, third-party architects and third-party vendors in coordinating equipment specs and delivery. · Oversee and monitor receiving. · Liaise with SBUH Accounts Payable (A/P) Office to ensure timely payment of invoices. Financial & Management Reporting: · Develop a thorough understanding of the various systems such as SUNY Lawson software, Project Mates construction project planning software and any others assigned as needed. · Monitor update and track Excel schedule for all equipment purchases by project by account. · Accurately track and analyze financial, procurement and a/p information for all equipment purchases. · Interact with various departments (i.e. Hospital Receiving, Accounts Payable, Property Control, Internal Audit and other various state agencies). · Provide information on compliance with all equipment purchase transactions. · Maintain all records required on Project Mates to provide a clear audit trail of all equipment purchases for construction and maintenance. · Assist with the fiscal year-end process. · Reconcile projects and accounts for closeout.

Requirements

Associate’s Degree in business or related field, plus a minimum of 5 years of work experience in a healthcare setting. Or, in lieu of degree, 10 years work experience in the healthcare field 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.
Must have prior equipment planning and purchasing experience with working on small and large construction projects within a healthcare setting.

Nice To Haves

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

Responsibilities

Incumbent will be responsible for the preparation and coordination of all necessary documentation related to the FF&E planning coordination for any/all construction, renovation or relocation projects designated as the responsibility of our department in a self-competent and efficient manner.
Preparing internal department “Equipment Standardization Forms and Documents” mainly through the use Microsoft Excel to maintain current equipment information database to be used for all assigned and future projects accordingly.
Coordination between all internal departments or external vendors associated with any/all construction, renovation or relocation projects designated as the responsibility of our department to ensure FF&E specification review, timely deliveries and acceptance of all items ordered in a self-competent and efficient manner.
Creating a catalogue of all internal (existing) equipment and/or external (new) equipment FF&E deliveries and their current known existing department locations or their new equipment storage rooms in a self-competent and efficient manner to ensure all FF&E planned for any/all assigned projects is received and/or ready for turnover to internal departments and/or third-party contractors that matched assigned project construction schedules.
Develop a thorough, comprehensive understanding of all internal procurement procedures and New York State purchasing guidelines.
Liaise with Procurement and enter requisitions.
Track purchase orders and change orders.
Liaise with the internal Hospital Construction Project Management Office, third-party architects and third-party vendors in coordinating equipment specs and delivery.
Oversee and monitor receiving.
Liaise with SBUH Accounts Payable (A/P) Office to ensure timely payment of invoices.
Develop a thorough understanding of the various systems such as SUNY Lawson software, Project Mates construction project planning software and any others assigned as needed.
Monitor update and track Excel schedule for all equipment purchases by project by account.
Accurately track and analyze financial, procurement and a/p information for all equipment purchases.
Interact with various departments (i.e. Hospital Receiving, Accounts Payable, Property Control, Internal Audit and other various state agencies).
Provide information on compliance with all equipment purchase transactions.
Maintain all records required on Project Mates to provide a clear audit trail of all equipment purchases for construction and maintenance.
Assist with the fiscal year-end process.
Reconcile projects and accounts for closeout.