Career Center

Position Summary

At Stony Brook Medicine the Staff and Inventory Assistant is a valuable member of our team who oversees the planning and coordination of the Stony Brook Medicine Neuroscience service line's administrative needs, equipment inventory, and purchasing of implants and disposables for the inpatient neuroscience units and the cerebrovascular center. The TH Instructional Support Assistant is tasked with researching best prices, monitoring inventory levels, distributing supplies, and performing administrative tasks for inpatient units and procedural area. Works closely with hospital Neuroscience leadership and staff.

Neurosciences is searching for a qualified Staff and Inventory Assistant who is an experienced and competent individual with knowledge of inventory management systems and procedures with duties to include maintaining budgets, analyzing materials, and researching vendors. This position also includes administrative tasks such as organizing meetings, taking meeting minutes, and assisting with projects. The position requires excellent communication skills with strong attention to detail and problem-solving skills. To excel in this role, the TH Instructional Support Assistant needs knowledge of tracking inventory, supply chain, budgeting processes and office assistant work. The TH Instructional Support Assistant is tasked with ensuring our departments have adequate access to the materials they need and administrative support for operations.

Duties of a Staff and Inventory Assistant for Neurosciences may include the following but are not limited to:

• Maintain par of all inventory cabinets in an accurate and timely manner. Must be organized and precise.
• Order, receive, unbox and scan inventory/equipment utilizing Lawson and other software.
• Monthly checks for expired/near expired inventory. Notify Director of Cerebrovascular Center (CVC) or unit Nurse Manager of these findings.
• Inventory knowledge for location, conversions and substitutions.
• Communicates inventory needs with Leadership, Nursing and Rad Tech staff.
• Maintain clean and organized storerooms in Neurosciences areas.
• Work with management to identify supply needs, research vendors and obtain prices.
• Prepare and file detailed records on procurement activity, quantity and vendors.
• Assist in designing and maintaining department supply budgets.
• Assist in the preparation and monitoring of supply costs for Neurosciences departmental budget. Assist in departmental capital planning.
• Prepare and track for renewal all Neurosciences departmental contracts.
• Assist Associate Directors with financial reporting for the Neurosciences.
• Prepare purchase requisitions for the Neurosciences.
• Coordinate the ordering of Neurosciences repair parts and patient care medical devices requiring outside repair and coordinate with Biomedical Engineering as needed.
• Maintain managers/directors/coordinators calendars, set up meetings as directed.
• Assist in hiring and on-boarding processes using hospital Talent Management system.
• Prepare meeting materials, take and maintain agendas and minutes for meetings.
• Assist with Neurosciences conferences and event planning logistics.
• Support Neurosciences managers/coordinators in day-to-day tasks such as copying, filing, share drive file management, unit organization and interface with ancillary departments.
• Support efforts related to regulatory affairs, recertifications and survey processes.
• Works closely, routinely and collaboratively with Neurosciences Business Coordinator and Neurosciences Equipment Manager.
• Other administrative duties as applies.

Qualifications

Required Qualifications:

• Associates degree
• At least 2 years of business/administrative experience in a fast-paced environment
• At least 1 year of supply, inventory and/or purchasing experience
• Excellent organizational, communication, analytical, and tracking skills
• Proficiency with Microsoft Word, Excel and other Microsoft applications

Preferred Qualifications:

• Bachelor's degree
• 2 or more years of business/administrative experience in a healthcare environment
• 3 or more years of supply chain/inventory/purchasing experience
• Experience using Lawson for purchasing, inventory and supply chain management

Special Notes: Resume/CV and cover letter should be included with the online application.

In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already partially vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol , including booster vaccines. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.

The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.

Posting Overview: 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. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• All Hospital positions maybe subject to changes in pass days and shifts as necessary.
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
• This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 5 panel drug screen*
• Successfully complete a Background Check investigation.
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

* The hiring department will be responsible for any fee incurred for examination.

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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 at (631)632-6280.

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