"Assistant Director of Purchasing"

Position Summary

Under the supervision of the Director of Hospital Purchasing, the incumbent will assume responsibilities as an Assistant Director of Purchasing. Responsibilities include direct supervision of the assigned division for daily and long-term operations and goals. Oversees day to day project management criteria's and timelines of routine and special projects assignments. Reviews and maintains staff workloads, performances, and their continued training and professional growth. This responsibility is inclusive of signatory authority, managing meetings, training programs, setting/enforcing internal and external policies, emergency orders (EME's), resolving Accounts Payable issues, Procurement card (P-card) audits, Payment Only's and Procurement audit compliant transactions with corresponding audit ready files, and accountability in internal and external audits. There is also a responsibility to balance the capacities for all staff across the divisions areas of responsibility as demand necessitates. Qualified candidates must demonstrate excellent interpersonal skills and time management skills. They should be focused and detail oriented and be able to work with all levels within the organization.

Helps cross cover other internal divisions within Purchasing as requested by the Director.

Duties

• Directs the function of their assigned staff and allocated division.
• Develops and manages workflow processes and internal reporting structure to improve efficiency and increase productivity.
• Provides internal staff with the vision of operational goals and oversees the implementation steps to ensure goals are reached.
• Ensures staff is trained on all policies and procedures in accordance with NY State Finance law.
• Handles major negotiations with vendors on contracts.
• Oversees the resolution of all purchasing related Accounts Payable discrepancies and ensures that they are handled expeditiously.
• Ensures staff's timely completion of evaluations, recertification, and annual health assessments.
• Oversees procurement/purchasing workloads to confirm they are managed to maximize efficiency.
• Monitors staff productivity to ensure all transactions are conducted timely and accurately.
• Prepares monthly dashboard of productivity indicators and performance standards.
• Outlines and reviews divisions project management efficiencies for best performances.
• Oversees and tracks staff negotiations of cost savings.
• Works closely with SUNY officials, GPOs, and the Purchasing staff from Upstate, Downstate and other Stony Brook Medicine hospitals to implement multi hospital contracts for cost savings opportunities and to streamline the procurement workflow.
• Ensures a continuous line of communication among the different agencies.
• Ensures all procurement transactions are conducted within the guidelines of New York State Finance law.
• Confirms that all approvals are obtained as required from the MWBE office and other state agencies as required.
• Validates that all transactions are documented properly and that the procurement records are audit ready.
• Maintains direct communication with Office of the State Comptroller, the Attorney General's Office, the Office of General Services, Stony Brook Campus Procurement and Internal Audit.
• Maintains liaison with SUNY System Administration.
• Ensures all required documents are submitted in a timely manner as requested by the Internal Audit department and the Office of the State Comptroller.
• Reviews all Purchasing department policies and procedures to ensure they are accurate and up to date.
• Implements post audit recommendations from The Office of the State Comptroller and Internal Audit.
• Ensures Minority and Women Owned Business Enterprises (MWBE) and New York State Service-Disabled Veteran-Owned Business (SDVOB) required quotas are being met and reported to SUNY accurately.
• Ensures time delays with the state offices are followed up to minimize transaction times.
• Reviews MWBE reporting data to confirm the data's accuracy and reconciles to correct the data as needed.
• Ensures the Purchasing department maintains continuous proactive communication so customers are always aware of the status of their requisitions.
• Creates reports to be sent monthly to customer departments informing which contracts are ending.
• Meets monthly with key customer department leaders to review problems and concerns.
• Educates customer departments on the correct procurement process.

Qualifications

Required:

• Bachelor's Degree and eight years of on-the-job procurement, purchasing and or contracts experience and supervisory experience in this forum.
• Incumbent must possess excellent communication skills and knowledge of business, contract, and purchasing best practices as demonstrated in the candidate's resume.
• Results oriented and meets deadlines. Strong analytical, contract, and negotiation skills.

Preferred:

• Master's Degree, and six years of on-the-job procurement, purchasing, supply chain and contracts experience. Established Procurement Process experience at Buyer, Procurement or Contract Officers level.
• Experience with procurement for a government agency preferably a New York State government owned agency.
• Expertise in the area of State Procurement Processes, Regulations of the Comptroller and SUNY Guidelines.
• Additionally, desired are college and/or professional seminar certifications, and continuous professional education, and recent/formal State purchasing training seminars and ideally corporate purchasing experience including contracting preferably in a hospital setting at an Integrated Delivery Network (IDN), or healthcare manufacturer, or distributor, or consultant.
• Experience in negotiating major contracts for Physician Preference Items (PPI), Facilities and Construction, Information Technology and other specialty hospital clinical departments.
• Proven management skills and demonstrated knowledge of hospital and clinical staff functions, medical and/or surgical supplies, diagnostic testing, etc.
• Familiarity with Lawson or other similar purchasing systems including the implementation of related modules and conducting of the associated training is a plus.

Special Notes

Resume/CV should be included with the online application. Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.

Anticipated Pay Range

The salary range for this position is $115,000 - $140,000 per year.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.