Equipment Planner

Overview

Job Description - Equipment Planner (2600098). Equipment Planner is a key member of Stony Brook Medicine / Stony Brook University Hospital’s Department of Facilities Planning & Design. This is a dynamic role that involves interacting with various user groups and divisions across our institutions. The Equipment Planner is responsible for all aspects of Furniture, Fixtures & Equipment (FF&E) planning, equipment quoting, procurement, and delivery processes for construction, renovation, or relocation projects designated to the Department of Facilities Planning & Design.

The position works with internal clinical and non-clinical end users, as well as third-party architects and vendors, to ensure FF&E is planned and coordinated in a timely manner in accordance with construction schedules and NYS Procurement Guidelines. The incumbent will process requisitions, track purchase orders, monitor receiving, coordinate payments with vendors and the Accounts Payable Office, and generate weekly, monthly, and ad-hoc reports.

The role also involves developing an understanding of NYS Purchasing and Procurement guidelines and internal financial systems.

Responsibilities

• Prepare and coordinate all documentation related to FF&E planning coordination for construction, renovation, or relocation projects managed by the department.
• Prepare internal department “Equipment Standardization Forms and Documents” using Microsoft Excel to maintain a current equipment information database for all projects.
• Coordinate with internal departments and external vendors to ensure FF&E specification review, timely deliveries, and acceptance of items ordered.
• Create a catalogue of internal (existing) and external (new) FF&E deliveries, noting current locations or storage rooms to ensure FF&E is received and ready for turnover to internal departments or third-party contractors that align with project schedules.

• Understand internal procurement procedures and NYS purchasing guidelines.
• Liaise with Procurement and enter requisitions.
• Track purchase orders and change orders.
• Coordinate equipment specs and delivery with the Hospital Construction Project Management Office, third-party architects, and vendors.
• Oversee and monitor receiving.
• Liaise with the Accounts Payable Office to ensure timely payment of invoices.
• Develop understanding of systems such as SUNY Lawson, Project Mates, and other assigned systems.
• Monitor and update Excel schedules for all equipment purchases by project and account.
• Accurately track and analyze financial, procurement, and AP information for equipment purchases.
• Interact with departments (e.g., Hospital Receiving, Accounts Payable, Property Control, Internal Audit, and other state agencies).
• Provide information on compliance with equipment purchase transactions.
• Maintain records in Project Mates to provide a clear audit trail for equipment purchases related to construction and maintenance.
• Assist with the fiscal year-end process and reconcile projects and accounts for closeout.

• Required Qualifications: Associate’s Degree in business or related field, plus a minimum of 5 years of work experience in a healthcare setting; or 10 years of healthcare experience focusing on equipment planning for new construction and/or renovation projects (in lieu of a degree).
• Equipment planning and equipment purchasing experience.
• Own transportation to assist within offsite project locations.
• Proficient in Microsoft Excel and Word.
• Experience with small and large construction projects within a healthcare setting.

• 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.
• Verification of degree is required for this role; upload of documentation must be included with the application.

Resume/CV should be included with the online application.

This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. For full consideration,…