Supply Chain and Administrative Specialist

2 weeks ago

Bethpage, New York, United States NYU Winthrop Full time

NYU Winthrop Hospital is a prominent university-affiliated medical institution dedicated to providing advanced diagnostic and therapeutic services across a wide range of medical specialties. Our commitment to medical education and research positions us as a vital healthcare resource in the region, offering comprehensive inpatient and outpatient services. At NYU Winthrop Health, we prioritize equity, diversity, and inclusion, fostering an environment where our talented faculty, staff, and students from all backgrounds can excel.

Position Overview:
We are seeking a qualified individual for the role of Supply Chain and Administrative Coordinator. In this capacity, the successful candidate will operate under the guidance of the Supply & Services/Administrative Supervisor to ensure that vendor contracts are current and compliant with established agreements. Responsibilities include reviewing inventory levels, initiating and tracking orders, inspecting and distributing received goods, processing damage claims, maintaining daily records, and collaborating with accounts payable to ensure timely vendor payments.

Key Responsibilities:

  • Perform additional tasks as assigned.
  • Foster professional relationships with physicians, nursing staff, and administrative personnel.
  • Provide guidance to staff regarding appropriate purchasing options for office and laboratory supplies.
  • Maintain comprehensive records and follow-up files related to purchases, shipments, and other relevant matters. Ensure timely follow-up on orders and deliveries.
  • Verify invoices and requisitions for goods and services, ensuring compliance with financial policies.
  • Prepare invoice batches for data entry and facilitate payment processing.
  • Develop and manage a database for accounts payable, vendor information, and inventory records.
  • Safeguard the confidentiality and security of all financial and employee documentation.
  • Plan and prioritize all tasks related to supply ordering and reordering. Collaborate with Supply Chain Management to assess vendor performance.
  • Engage with Corporate Supply Chain to understand preferred suppliers and existing contracts.
  • Monitor the status of annual contracts and assist in evaluating renewal options.
  • Coordinate supplier access protocols within the practice.
  • Oversee purchase requisition processes and conduct checks for accuracy within the system.
  • Maintain inventory and stock levels for designated departments.
  • Identify and escalate unresolved issues to higher management, supporting the Supervisor in problem-solving and project coordination.

Minimum Qualifications:
To be considered, candidates must possess a Bachelor's Degree and 1-2 years of relevant experience in office management and budget administration. Proficiency with various computer systems and software is essential. Strong writing skills are required to produce clear and detailed correspondence. Effective communication skills are necessary for engaging with diverse audiences with professionalism and tact. Familiarity with medical terminology is preferred, along with the ability to handle sensitive and confidential matters.

Preferred Qualifications:
Knowledge of organizational policies and procedures is advantageous.

Qualified candidates should demonstrate the ability to communicate effectively across all levels of the organization.

NYU Winthrop Hospital is an equal opportunity employer committed to fostering diversity and inclusion in all aspects of recruitment and employment. All qualified individuals are encouraged to apply without regard to race, color, gender, gender identity or expression, sexual orientation, national origin, age, religion, disability, military status, marital status, or any other factor that cannot lawfully be used as a basis for employment decisions.

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