Supply & Administrative Coordinator (FGP) - Brooklyn, Ft. Hamilton

NYU Langone Health • Brooklyn, NY

11d • Onsite

About The Position

We have an exciting opportunity to join our team as a Supply & Administrative Coordinator (FGP) - Brooklyn, Ft. Hamilton. In this role, the successful candidate Under general direction of leadership, the FGP Supply and Admin Coordinator will review inventory; initiating and track orders; receive, inspect, and distribute orders; fill out damage claims and return orders; keeping daily records; and working with accounts payable to ensure our vendors are paid as agreed. In conjunction with Supply Chain, discusses plans and adjusts all purchasing related plans and needs. Reviews pending requisition orders, and ensures department follows corporate supply chain governance and protocols. Acts as a liaison between staff members, physicians, and other staff to ensure all department needs for supplies and services are being met.

Requirements

• Bachelor's Degree and/or 2 years of relevant experience or an equivalent combination of education and experience.
• Experience with overseeing office activities, administering budgets, and supervising staff.
• Complies with regulatory requirements appropriate for position.
• Experience and competency with varied computer hardware and software, word processing, spreadsheet, database, communications and presentation applications.
• Writing skills to compose and edit logical, detailed, comprehensive and grammatically correct correspondence.
• Knowledge of Center policies and procedures.
• Skill in communicating with patients, families, physicians, nurses, staff and peers with diplomacy and tact.
• Knowledge of medical terminology.
• Ability to handle matters of highly confidential and sensitive nature.
• Ability to recognize and identify problems, recognize implications and propose alternative solutions.
• Skill in working independently and in following through on assignments with minimal direction.

Nice To Haves

• Office environment. Sitting for substantial periods of time. Bending and lifting weights up to 25 pounds.

Responsibilities

• Creates and maintains an ordering plan for each department for clinical and office supplies
• Responsible for the creation of service Purchase Orders for the financial year based on annual spend projections
• Process orders for maintenance, repair, and operational items as necessary
• Creates all purchase requisitions for the practice
• Receives all shipments and deliveries to the department and works with the staff to distribute the items to the proper storage location
• Responsible for the maintenance and organization of the supply closets and rooms
• Works with Corporate Supply Chain to review and determine the best purchasing/sourcing approach
• Work closely with Corporate Supply Chain (SC) to understand who preferred vendors are, what contracts are in place and in what ways they can be accessed.
• Assist with the monitoring and determination of effective and efficient supplier performance
• Works with all service suppliers to coordinate routine maintenance and trouble-shooting for non-clinical equipment.
• Coordinate with Corporate Supply Chain around supplier activity within the practice to ensure they follow any NYUHC or Corporate Supply Chain protocol around supplier access to key decision makers in the practice.
• Conduct various checks and balances for all information contained within PeopleSoft
• Maintain all inventory and PAR stock locations for Department(s)
• Maintains accurate, well-organized, up to date files for retrieval of needed documentation
• Recognizes routine problems and recommends suggestions, ideas and solutions
• Organizes, prioritizes and expedites own work flow and uses independent judgment
• Meets with manager to discuss budget performance, obstacles with suppliers and to propose future purchases
• Ability to develop and maintain effective working relationships with physicians, staff and patients.
• Performs other duties as assigned.
• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience, during every encounter.
• Drives consistency in every patient and colleague encounter by embodying the core principles of our FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign-Off)
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care/interaction as appropriate
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person, by phone or via electronic messaging.
• Proactively anticipates patient needs, and participates in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), and escalates to leadership as appropriate.
• Shares ideas or any observed areas of opportunity, to improve patient experience and patient access, with appropriate leadership. (i.e. ways to optimize provider schedules, how to minimize delays, increase employee engagement, etc.)
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience.
• Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles.

Benefits

• financial security benefits
• generous time-off program
• employee resources groups for peer support
• holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level