Staff Assistant

Stony Brook University•Stony Brook, NY

About The Position

Incumbent will assist and support the Director of Materials Management of School of Dental Medicine. This position will be responsible for purchasing dental supplies and will work closely with Dental Care Center in ordering required instruments and maintaining sufficient inventory of stock items for the Clinic Operations.

Requirements

Bachelor's Degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associates' degree (foreign equivalent or higher) and four (4) years of full time procurement or budgetary experience may be considered.
Two (2) years of full time procurement or budgetary experience.
Knowledgeable with New York State Procurement guidelines.
Proficient in using Microsoft Word, Excel, including spreadsheet management and formulas.
Administrative experience in purchasing medical and/or dental supplies.

Nice To Haves

Full-time experience in procurement within a Dental Office setting.

Responsibilities

Assist in establishing fiscal forecasting for all dental equipment and materials that are utilized throughout the academic year.
Coordinate and assist in approving purchase requisition on three IFR accounts.
Ensure that open purchase orders do not exceed guidelines or budgetary levels.
Assist in monitoring the Dental Care Center's purchase expenditures and routing monthly reconciliation.
Obtain all necessary data for the submission to the SDM leadership so that budgetary categories can be established.
Coordinate and assist in managing the department's requests for dental equipment, supplies, and course material necessary for the faculty to teach.
Coordinate meetings, obtaining price quotes and arranging for educational discounts from various dental company representatives throughout the country.
Prepare necessary procurement bid specifications for submission to the Stony Brook University Procurement Department.
Process dental requisitions for a wide variety of dental items and/or services according to the New York State Procurement Guidelines.
Responsible for reviewing all invoices received for delivered products, check billing amounts against price quotes and resolving any discrepancies directly with the companies. Approves invoices for payment after verification that all dental items have been delivered in accordance with specifications.
Input all orders, expenditures and credits accurately into the clinic's ordering system.
Proficiently maintain AxiUm inventory control database system. Use system's Low-Stock and backorder reports to provide required instruments and supplies to the SDM Dental Care Center.
Responsible for the planning and distribution, assigning and collection of dental equipment, instruments and supplies to dental students including maintaining records of all serial numbers.
Responsible for obtaining estimates for all dental equipment repairs, and coordinating the tracking of all equipment for outside preparation and distribution of technique kits and clinic carts for pre-doctoral students and residents.
Maintain the dental stores catalogue.
Maintain all equipment inventory and ensure decals are on the equipment.
Other duties or projects as assigned as appropriate to rank and departmental mission.