Stony Brook University · 11 hours ago
Staff Assistant
Stony Brook, NY
Full-time
Onsite
Entry, Mid Level
$51K/yr - $55K/yr
2+ years expStony Brook University is seeking a Staff Assistant for the Office of Dean, Dental School. The incumbent will assist the Director of Materials Management by purchasing dental supplies and managing inventory for the Dental Care Center, ensuring fiscal forecasting and compliance with procurement guidelines.
Higher Education
No H1B
Responsibilities
Assist in establishing fiscal forecasting for all dental equipment and materials that are utilized throughout the academic year
Coordinate and assist in approving purchase requisition on three IFR accounts
Ensure that open purchase orders do not exceed guidelines or budgetary levels
Assist in monitoring the Dental Care Center's purchase expenditures and routing monthly reconciliation
Obtain all necessary data for the submission to the SDM leadership so that budgetary categories can be established
Coordinate and assist in managing the department's requests for dental equipment, supplies, and course material necessary for the faculty to teach
Coordinate meetings, obtaining price quotes and arranging for educational discounts from various dental company representatives throughout the country
Prepare necessary procurement bid specifications for submission to the Stony Brook University Procurement Department
Process dental requisitions for a wide variety of dental items and/or services according to the New York State Procurement Guidelines
Responsible for reviewing all invoices received for delivered products, check billing amounts against price quotes and resolving any discrepancies directly with the companies
Approves invoices for payment after verification that all dental items have been delivered in accordance with specifications
Input all orders, expenditures and credits accurately into the clinic's ordering system
Proficiently maintain AxiUm inventory control database system
Use system's Low-Stock and backorder reports to provide required instruments and supplies to the SDM Dental Care Center
Responsible for the planning and distribution, assigning and collection of dental equipment, instruments and supplies to dental students including maintaining records of all serial numbers
Responsible for obtaining estimates for all dental equipment repairs, and coordinating the tracking of all equipment for outside preparation and distribution of technique kits and clinic carts for pre-doctoral students and residents
Maintain the dental stores catalogue
Maintain all equipment inventory and ensure decals are on the equipment
Other duties or projects as assigned as appropriate to rank and departmental mission
Qualification
Required
Bachelor's Degree (foreign equivalent or higher). In lieu of a Bachelor's degree, an Associates' degree (foreign equivalent or higher) and four (4) years of full time procurement or budgetary experience may be considered
Two (2) years of full time procurement or budgetary experience
Knowledgeable with New York State Procurement guidelines
Proficient in using Microsoft Word, Excel, including spreadsheet management and formulas
Administrative experience in purchasing medical and/or dental supplies
Preferred
Full-time experience in procurement within a Dental Office setting
Benefits
$4000 UUP annual location pay, paid biweekly
Company
Stony Brook University
The State University of New York at Stony Brook is New York’s flagship university and No. 1 public university.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Harold Paz, M.D., M.S.
EVP Health Sciences, Stony Brook University & Chief Executive Officer, Stony Brook Univ. Medicine
Jonas Almeida
Professor of Biomedical Informatics, Chief Technology Officer
Recent News
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