Supply & Administrative Coordinator, FGP - NYU Langone Ambulatory Care Bethpage

Overview

NYU Langone Hospital-Long Island is a 591-bed university-affiliated medical center, offering sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery. We are a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services. At NYU Langone Health, equity and inclusion are fundamental values.

We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

Learn more about NYU Langone Hospital-Long Island and interact with us on Linked In, Glassdoor, Indeed, Facebook, Twitter, You Tube and Instagram.

We have an exciting opportunity to join our team as a Supply & Administrative Coordinator, FGP - NYU Langone Ambulatory Care Bethpage.

In this role, the successful candidate, under the general direction of the FGP Supply & Services/Administrative Supervisor, will maintain and ensure that contracts with vendors are up to date and in compliance with what was agreed upon; review inventory; initiate and track orders; receive, inspect, and distribute orders; fill out damage claims and return orders; keep daily records; and work with accounts payable to ensure our vendors are paid as agreed.

In conjunction with Supply Chain, discuss plans and adjust all purchasing related plans and needs. Review pending requisition orders, and ensure the department follows corporate supply chain governance and protocols. Relies on extensive experience and judgment to plan and accomplish goals. Acts as a liaison between Columbus staff members, physicians, and other NYULMC staff to ensure all department needs for supplies and services are being met.

To function effectively within a multi-specialty environment, the FGP Coordinator must organize and facilitate cooperation amongst all involved.

• Performs additional duties as assigned.
• Maintain cooperative and professional relationships with physicians, nurses, office and clinical staff.
• Advising staff and faculty as to appropriate choices of items to be purchased for offices and laboratories.
• Maintains records and follow up files of purchases, shipments, and related matters. Maintains files of descriptions of available supplies. Follows up on orders/deliveries to ensure that materials are shipped and delivered on promised dates. Receive and verify invoices and requisitions for goods and services. Analyze and verify that transactions comply with financial policies and procedures regularly.
• Prepare batches of invoices for data entry and process the payments.
• Develop and maintain database with listing of accounts payable, vendor files and file numbers, inventory files and creates filing system for all financial documents.
• Ensure the confidentiality and security of all financial and employee files.
• Plan and prioritize all work associated with the ordering and reordering of supplies and services. In conjunction with SCM, evaluate vendor performance. Process orders for Maintenance, Repair, and Operational items as necessary. Review and verify all purchase requisitions; develop and in conjunction with Corporate Supply Chain, the best purchasing/sourcing approach.
• Work closely with Corporate Supply Chain to understand NYUHCs preferred suppliers, contracts, and how they can be accessed. If Corporate Supply Chain conducts an RFx, the coordinator will take an active part in the creation, evaluation and ultimate supplier selection of such RFx.
• Review and monitor the status of annual contracts; work with SCM to decide upon renewing or going back out to the market for expiring contracts; assist in-house departments with information around their needs for goods or services and in planning for future contracting needs.
• Coordinate with Corporate Supply Chain around supplier activity within the practice to ensure compliance with NYUHC or Corporate Supply Chain protocol around supplier access to key decision makers in the practice.
• Monitor the issuing and approvals for all purchase requisitions and changes utilizing People Soft. Conduct various checks and balances for all information contained within People Soft.
• Maintain all inventory and PAR stock locations for department(s).
• Troubleshoot problems and raise unresolvable issues to a higher level. Support the FGP Supervisor in problem solving and project planning/coordination to ensure efficient service.

To qualify you must have a Bachelor’s Degree, 1-2 years of relevant experience including managing office activities and administering budgets. Experience and competency with varied computer hardware and software. Writing skills to compose and edit logical, detailed, comprehensive and grammatically correct correspondence. Skill in communicating with various audiences with diplomacy and tact. Knowledge of medical terminology. Ability to handle…