Equipment Planner

Stony Brook Medicine; Setauket (NY); On-site; USD 76,000 - 96,000; Full time

Job summary

Stony Brook Medicine in Setauket, NY is seeking an Equipment Planner to manage FF&E planning, procurement, delivery processes, and related hiring coordination for construction, renovation, or relocation projects.

The role requires navigating NYS purchasing guidelines, coordinating with internal departments and external vendors, and maintaining detailed records for audits and closeouts. Candidates should have Excel/Word proficiency and transportation for offsite locations.

Qualifications

• Associate’s Degree in business or related field plus a minimum of 5 years of equipment planning experience in new construction and/or renovation projects.
• Or in lieu of degree, 10 years equipment planning experience in new construction and/or renovation projects.
• Must have own transportation to assist our internal department’s Equipment Coordinator and Project Manager’s at any offsite SBM/SBUH clinical project locations assigned as the responsibility of the Department of Facilities Planning & Design.
• Proficient in Microsoft Excel and Word.

Responsibilities

• Prepare and coordinate all FF&E planning documentation for construction, renovation or relocation projects in a self-competent and efficient manner.
• Maintain internal equipment information database using Excel for current and future projects.
• Coordinate between internal departments and external vendors to ensure FF&E specifications, timely deliveries and acceptance.
• Create a catalogue of internal/external FF&E with locations and turnover readiness for projects.

Education

Associate’s Degree in business or related field

Bachelor’s Degree in Business or related field

Tools

Microsoft Excel

Microsoft Word

SUNY BI

Lawson

ProjectMates

CPR

CLM

Job description

Position Summary

The 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 will provide the candidate the opportunity to 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. This position will consistently be working closely with multiple internal clinical and non-clinical end users and third-party contracted architects and vendors to ensure all FF&E contained within assigned projects is properly planned coordinated in a timely manner in accordance with a construction schedules while remaining in compliance with all NYS Procurement Guidelines. The selected candidate will be processing, entering requisitions, tracking purchase orders, monitoring receiving, and coordinating payment with vendors and our internal Accounts Payable Office. The Equipment Planner will utilize various internal software applications to achieve most assigned tasks. This position will be responsible for generating weekly, monthly, and ad-hoc reports as requested by Dept. of Facilities Planning’s Equipment Coordinator, Director and any other senior management as needed. The incumbent will gain a thorough, comprehensive understanding of all NYS Purchasing and Procurement guidelines and our various internal financial systems.

Duties may include the following, but are not limited to:

Equipment Planning Process:

• Incumbent will be responsible for the preparation and coordination of all necessary documentation related to the FF&E planning coordination for any/all construction, renovation or relocation projects designated as the responsibility of our department in a self-competent and efficient manner.
• Incumbent will be responsible for preparing internal department “Equipment Standardization Forms and Documents” mainly through the use Microsoft Excel to maintain current equipment information database to be used for all assigned and future projects accordingly.
• Incumbent will be responsible for the coordination between any/all internal departments or external vendors associated with any/all construction, renovation or relocation projects designated as the responsibility of our department to ensure FF&E specification review, timely deliveries and acceptance of all items ordered in a self-competent and efficient manner.
• Incumbent will be responsible for creating a catalogue of all internal (existing) equipment and/or external (new) equipment FF&E deliveries and their current known existing department locations or their new equipment storage rooms in a self-competent and efficient manner to ensure all FF&E planned for any/all assigned projects is received and/or ready for turnover to internal departments and/or third-party contractors that matched assigned project construction schedules.

Equipment Procurement Process:

• Develop a thorough, comprehensive understanding of all internal procurement procedures and New York State purchasing guidelines.
• Liaise with Procurement and enter requisitions.
• Track purchase orders and change orders.
• Liaise with the internal Hospital Construction Project Management Office, third-party architects and third-party vendors in coordinating equipment specs and delivery.
• Oversee and monitor receiving.
• Liaise with SBUH Accounts Payable (A/P) Office to ensure timely payment of invoices.

Financial & Management Reporting:

• Develop a thorough understanding of the various systems such as SUNY Lawson software, Project Mates construction project planning software and any others assigned as needed.
• Monitor update and track Excel schedule for all equipment purchases by project by account.
• Accurately track and analyze financial, procurement and A/P information for all equipment purchases.
• Interact with various departments (i.e. Hospital Receiving, Accounts Payable, Property Control, Internal Audit and other various state agencies).
• Provide information on compliance with all equipment purchase transactions.
• Maintain all records required on Project Mates to provide a clear audit trail of all equipment purchases for construction and maintenance.
• Assist with the fiscal year-end process.
• Reconcile projects and accounts for closeout.

Qualifications

Required Qualifications:

• Associate’s Degree in business or related field, plus a minimum of 5 years of equipment planning experience in new construction and/or renovation projects;

Or in lieu of degree,10 years equipment planning experience in new construction and/or renovation projects.

• Must have own transportation to be able to assist our internal department’s Equipment Coordinator and Project Manager’s at any offsite, SBM/SBUH clinical project locations assigned as the responsibility of the Department of Facilities Planning & Design.
• Proficient in Microsoft Excel and Word.

Preferred Qualifications:

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

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 4 panel drug screen*
• Meet Regulatory Requirements for pre employment screenings.
• 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.

• 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 may be 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 may be 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.

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 [phone].

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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). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $76,407 - $95,509 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

• Location pay for UUP full-time positions ($4,000).

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Official Job Title

TH Senior Staff Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

US-NY-East Setauket

Schedule

Full-time

Posting Start Date

Jul 23, 2026

Posting End Date

Sep 5, 2026, 11:59:00 PM

Salary Grade

SL3