Staff Assistant

Staff Assistant - Job Number 2600040

Submission for the Position

Submission for the position Staff Assistant - Job Number 2600040 is required. As evidenced by an attached resume, the following qualifications are required:

• Bachelors Degree (foreign equivalent or higher)
• In lieu of a Bachelors 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 Qualifications

Full-time experience in procurement within a Dental Office setting.

Brief Description of Duties

The incumbent will assist and support the Director of Materials Management of School of Dental Medicine. This position will be responsible for purchasing dental supplies and will work closely with Dental Care Center in ordering required instruments and maintaining sufficient inventory of stock items for the Clinic Operations.

Duties and Responsibilities

• Budget 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 Centers purchase expenditures and routing monthly reconciliation.
• Obtain all necessary data for the submission to the SDM leadership so that budgetary categories can be established.
• Administrative Responsibilities:
• Coordinate and assist in managing the departments 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.
• Purchasing Responsibilities:
• 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 clinics ordering system.

Materials Management

• Proficiently maintain AxiUm inventory control database system.
• Use systems 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

Other duties or projects as assigned, as appropriate to rank and departmental mission.

Special Notes

This is a full-time appointment. FLSA Non-Exempt position eligible for the overtime provisions of the FLSA. In addition to the employees base salary, this position is eligible for $4,000 UUP annual location pay paid biweekly.

Essential Position

This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work, remain at work, even if classes are canceled and the campus is working on limited operations in an emergency.

Stony Brook University

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 631-632-6280 or visit the OEA website.

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The starting salary range or hiring range to be offered for this position is noted below, representing SBUs good faith and reasonable estimate of the range of possible compensation at the time of posting.