Stony Brook University: Procurement Coordinator

Procurement CoordinatorProcurement CoordinatorRequired Qualifications (as evidenced by an attached resume):Bachelor’s Degree (foreign equivalent or higher).

Two (2) years of full-time, progressively responsible administrative experience.

Microsoft Office experience.Preferred Qualifications (as evidenced by an attached resume):Master’s Degree (foreign equivalent or higher).

Human Resources experience.

Budget or financial experience.

Three (3) or more years of full-time, progressively responsible administrative experience.

Experience utilizing an HRIS.

Experience working with an applicant tracking system (ATS).

Experience working with financial software.Brief Description of Duties:The Procurement Coordinator is responsible for providing extensive administrative support to the Assistant Vice President for Procurement who oversees Contracts & Procurement, Accounts Payable, Central Receiving & Property Control, and Mail Services.

Additionally, the position will coordinate the HR activities for the 100+ person department and coordinate the overall facility needs for the R& D office site.

The incumbent must be able to work independently, simultaneously manage multiple priorities and tasks, and must display high levels of discretion and confidentiality at all times as they will be responsible for handling confidential and time-sensitive information.

Excellent reasoning and strong written and verbal communication skills will be required for success.Duties:Administrative Duties:Work with AVP Procurement to plan, coordinate, and manage all the recruiting activities for Procurement & Central Services areas,working within CSEA and UUP contractual obligations and RF guidelines.Work with AVP Procurement and VP Administration office in the creation, update, and overall management of position descriptions (PDs) for all staff in the division.Establish and maintain strong relationships with VP Administration (VP Admin) office and HR Services (HRS).Responsible for on-boarding & off-boarding and general payroll and time/attendance activities as they relate to Procurement and Central Services.Create and maintain up-to-date record of employee evaluations, programs, counseling memos, professional appointment packages, and other pertinent documentation to ensure compliance with established policies.Provide checklists and support to all managers for the onboarding and offboarding of all temporary and permanent employees.Assist in compiling data and materials for audits and reports.Monitor and update internal auditing system of records.Coordinate Time and Attendance tracking of student workers.Serve as the main point of contact for all employee transactions including Family Medical Leave (FMLA) and Worker’s Compensation matters.Create database for departmental policies and procedures.Follow-up with divisional VP Coordinator (VPC) to ensure completion and accuracy of all transactions.Budget, Calendar, & Communication Management for Assistant Vice President (AVP) for Procurement:Maintain Procurement’s departmental budget and ensure all CBM activities are completed on time.Run budget reports to communicate budget vs.

actual results throughout the year.Schedule and manage the calendar for the AVP, Procurement to meet current and future priorities and communicates appropriately with both internal and external stakeholders.Develop and coordinate travel plans and professional business schedules for the AVP, Procurement.Receive telephone calls and visitors on behalf of the AVP, Procurement.Compose, edit, and submit official correspondence on behalf of AVP, Procurement as needed.Manage and prioritize incoming and outgoing mail for the AVP, Procurement.Attend meetings and efficiently take notes for translation into official minutes as needed.The incumbent may also be called on to provide coordination or administrative support for sensitive and confidential meetings or projects.Initiate necessary follow-up on action items and ensure follow-up meetings and activities are scheduled and executed.Recruit, hire, and supervise student employees.Website & Special Projects Coordination:Oversee the Procurement Office website and general communication to the public as directed by the AVP Procurement and VP Admin office.Serve as the departmental system administrator for the website and stay trained and up-to-date on SBU best practices.Create and manage content for the Procurement Office website by coordinating with Department of Technology (DoIT) for technical support.Provide web-based updates and newsletters to communicate changes to policies, processes, and systems for the SBU and SBUH community.Work with departmental leadership to manage the website for all areas of the Procurement Office including, but not limited to Contracts, Buying, Accounts Payable, Property Control, Central Receiving, and Mail Services.Assist AVP Procurement and their direct reports in implementing projects.

This may include writing proposals, conducting research, or using advanced skills to develop spreadsheets or databases as necessary.Undertake research and issue analysis to brief AVP Procurement in preparation for meetings.Prepare or assist in the preparation of reports and presentations for AVP Procurement, ensuring appropriate dissemination of information.Serve as the liaison for Stony Brook Procurement projects.Responsible for the coordination of University-wide special events involving Procurement.Work independently to complete assigned tasks while understanding project priorities.Manage other projects as assigned by AVP Procurement.Office Manager for R& D Services Building (Procurement):Ensure that best practices are followed in handling all confidential information and lead organizational efforts to create a tidy, safe, and functional work environment.Process work requests, report emergencies, and work closely with Campus Operations and Maintenance on custodial and maintenance issues.Serve as the lead liaison for office occupants regarding facilities issues.Additional Duties and Responsibilities as Assigned:Other duties as assigned as appropriate to rank and departmental mission.Special Notes:This is a full time appointment.

FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes ” Continuously require allpersonnel to be fully vaccinated against COVID-19,” Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol.

Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home.

The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.Resume/CV and cover letter should be included with the online application.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.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our WHY WORK HERE page to learn about the total rewards we offer.Job Number: 2200456Official Job Title: Staff AssistantJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: ProcurementSchedule: Full-time Shift :Day Shift Shift Hours: 8:30am 5:00pm Posting Start Date: Feb 10, 2022Posting End Date: Feb 24, 2022, 8:59:00 PMSalary:$60,000 $67,000 (plus location pay of $3,026)Appointment Type: TermSalary Grade:SL2To apply, visit https://stonybrooku.Taleo.Net/careersection/2/jobdetail.Ftl?job=2200456& Tz=GMT-08%3A00&Tzname=America%2FLos_Angelesjeid-86006f7116e0c14c9cb0a96e57ddbbe9