Equipment Planner

Position Summary

The Equipment Planner is a key member of Stony Brook Medicine / Stony Brook University Hospital’s Department of Facilities Planning & Design. The role will interact with various user groups and divisions throughout our institutions. The Equipment Planner will be responsible for all aspects of Furniture, Fixtures & Equipment (FF&E) planning and its associated equipment quoting, procurement, delivery processes for any/all construction, renovation or relocation projects designated as the responsibility of our Department of Facilities Planning & Design.

The selected candidate will process, enter requisitions, track purchase orders, monitor receiving and coordinate payment with vendors and our internal Accounts Payable Office. The role will generate weekly, monthly and ad‑hoc reports as requested by senior management and gain a thorough understanding of NYS Purchasing and Procurement guidelines and internal financial systems.

• Prepare and coordinate all necessary documentation related to FF&E planning for any/all construction, renovation or relocation projects.
• Maintain internal Equipment Standardization Forms and Documents, primarily in Microsoft Excel.
• Coordinate with internal departments and external vendors to review FF&E specifications, ensure timely deliveries and acceptance of all items.
• Create a catalogue of all internal and external equipment, tracking current locations and new storage room locations.

• Develop a comprehensive understanding of internal procurement procedures and NYS purchasing guidelines.
• Liaise with Procurement, enter requisitions, and track purchase orders and change orders.
• Coordinate equipment specifications and delivery with the Hospital Construction Project Management Office, third‑party architects and vendors.
• Monitor receiving and liaise with SBUH Accounts Payable to ensure timely invoice payment.

• Utilize SUNY Lawson, Project Mates and other software for equipment purchase tracking.
• Monitor and update Excel schedules for all equipment purchases by project and account.
• Track and analyze financial, procurement and A/P information for all equipment purchases.
• Interact with Hospital Receiving, Accounts Payable, Property Control, Internal Audit and state agencies to maintain compliance.
• Maintain audit‑ready records on Project Mates and assist with fiscal year‑end processes.

• Associate’s Degree in business or related field and a minimum of 5 years of experience in a healthcare setting.
• Experience in equipment planning and purchasing within new construction and renovation projects.
• Must possess own transportation for off‑site travel to project locations.
• Proficiency in Microsoft Excel and Word.

• Familiarity with SUNY BI, Lawson, Project Mates, CPR, and CLM.
• Bachelor’s Degree in Business or related field.
• Experience with NYS Procurement Policy, Procedure and Guidelines.

• Pre‑employment physical examination and medical clearance.
• Electronic reference check from at least three professional references.
• Complete 4‑panel drug screen.
• Provide any required New York State licenses or certificates.

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 at (631)632‑6280.