Facilities Materials Manager

Stony Brook University • Stony Brook, NY

10d

About The Position

The Facilities Materials Manager oversees purchasing and procurement for Hospital Facilities and Construction. The role authorizes expenditures, establishes and monitors contracts, ensures compliance with state requirements, and tracks project materials from planning through closeout. It also supervises assigned staff and supports department sustainability and administrative goals.

The manager coordinates with Purchasing, the Project Management Office (PMO), Construction, project managers, Hospital Receiving, Accounts Payable, Property Control, Internal Audit, and relevant state agencies. The position maintains procurement and project records in CPR and Project Mates, tracks material usage and financial data, and helps ensure efficient Facilities Department operations. The role may be designated essential during institutional emergencies and may require respiratory protection. Candidates must satisfy the stated pre-employment screening and medical-clearance requirements.

Requirements

• Associate degree in business or a related field; degree verification documentation must be included with the application.
• At least 5 years of experience in purchasing, procurement, contract administration, materials management, or a closely related business function.
• Strong knowledge of state procurement processes and contract management.
• Excellent communication and interdepartmental collaboration skills.
• Submit a resume/CV with the online application.
• Before starting, successfully complete a pre-employment physical examination and obtain medical clearance from Employee Health Services.
• Complete an electronic reference check with at least three professional references.
• Successfully complete a 4-panel drug screen and meet regulatory pre-employment screening requirements.
• Provide copies of any required New York State licenses or certificates.

Nice To Haves

• Bachelor of Arts degree in business or a related field.
• 10 or more years of experience in purchasing, procurement, contract administration, materials management, or a closely related business function.
• Experience with inventory reconciliation, cost tracking, and financial auditing.
• Proficiency with facility management and project tracking systems, such as CPR and Project Mates.
• Demonstrated supervisory experience and team leadership.

Responsibilities

• Oversee procurement across divisional cost centers and authorize expenditures.
• Coordinate with Purchasing and the PMO to develop, establish, and set up contracts and purchase orders for existing services and new initiatives.
• Continuously monitor contracts and purchase orders, track financial data, and approve invoicing.
• Review material needs with Construction and PMO departments and forecast requirements for future construction projects.
• Coordinate with Purchasing to meet future material needs and delivery dates, and communicate changes to stakeholders.
• Provide accurate data on materials issued to project accounts and review usage to recommend cost-effective purchasing alternatives.
• Coordinate with project managers to confirm services and materials have been delivered and paid for, and provide final materials reconciliation for project closeout.
• Work with Hospital Receiving, Accounts Payable, Property Control, Internal Audit, and relevant state agencies to ensure purchase transactions and journal transfers comply with requirements.
• Maintain comprehensive records in CPR and Project Mates to provide an audit trail for maintenance and construction material purchases.
• Ensure purchased materials meet sustainability standards and track and report departmental sustainability metrics, including materials and waste management.
• Maintain high performance standards and support efficient Facilities Department operations.
• Supervise assigned staff, manage time-off requests, and prepare formal performance programs and evaluations.
• Perform additional duties as requested by the Director and Associate Vice President of Hospital Facilities and Plant Operations.

Benefits

• Generous leave.
• Health insurance.
• Participation in the state pension system.
• Some positions may include annual supplemental pay, such as location pay for UUP, CSEA, and PEF full-time positions and shift differentials where applicable.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree