Assistant Buyer

Position Summary

At Stony Brook Medicine, our Assistant Buyer/Expeditor is responsible for the proper execution and follow-up of transactions related to contract and purchase order placement. Transactions may include, but are not limited to, capital and construction, maintenance of equipment, medical supply commodities, software support/implementation/installation, memberships, consulting services, and revenue contracts. The overall goal is to obtain the required contracted services or product at the right price, within the required time frame, and with favorable terms, while adhering to NYS Finance Laws and Procurement Guidelines.

Qualified candidates should demonstrate excellent interpersonal skills and time management skills. They should have attention to detail and be able to work with all levels of the organization.

Duties of an Assistant Buyer/Expeditor may include the following but are not limited to:

Primarily the entry level Assistant Buyer / Expeditor will work directly with Senior Buyers to process requests from SBH departments and will be responsible for the Requisition to PO (Purchase Order) placement process.

The Assistant Buyer/Expeditor will communicate with Senior Buyers and department leadership to assist in the efficient processing of purchase orders and contracts that require special handling and reporting to other agencies.

This role will also be responsible for processing daily transactions and follow-up on open items needing attention to resolution.

Executes activities related to NYS purchasing guidelines and ensures that orders are placed in a timely basis.

Responsibility to process contract amendments and extensions for all different categories of contracts, including, but not limited to, medical supply commodities, computer software and hardware, service and maintenance of medical equipment, reimbursement services, transcription, courier and miscellaneous services. This may also include the processing of some high dollar transactions in accordance with NY State and University procedures and guidelines.

Responsible to perform a wide variety of Procurement support activities including contracting and bid related operations (i.e., access to legal and proprietary information such as contract and bid documentation which may include highly confidential material). This involves witnessing public bid openings and being the Procurement Liaison to various professionals both inside and outside of the University.

Responsible to resolve funding problems, coordinate efforts to minimize lapsing fund issues and address Accounts Payable matters in a timely matter. Resolve contractual problems and strive to establish vendor performance quality controls.

Use MS Outlook Email System for Departmental, Vendor, Office the State Comptroller and others as required.

Handle all small dollar maintenance orders and service contracts on Purchase Orders.

Prepare simple IFB's (Invitation for Bids) and T-Contracts (Multi-year PO's