Facilities Materials Manager

Stony Brook Medicine

Stony Brook (NY)

On-site

USD 75,000 - 88,000

Full time

16 hours ago

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Job summary

Stony Brook Medicine is seeking a Facilities Materials Manager to oversee purchasing and procurement for Hospital Facilities and Construction. You will authorize expenditures, manage contracts, ensure state compliance, and monitor material usage from inception to closeout, while supervising staff and supporting sustainability goals.

This role collaborates with Receiving, Accounts Payable, Property Control, Internal Audit, and state agencies to maintain an auditable record.

Qualifications

Associate degree in business or related field.
At least 5 years of experience in purchasing, procurement, contract administration, materials management, or a closely related business function.
Strong knowledge of state procurement processes and contract management.

Responsibilities

Oversee division purchasing: Manage all procurement functions and authorize expenditures across various divisional cost centers.
Contract development: Coordinate with the Purchasing Department and PMO to prepare, establish, and set up contracts and purchase orders for existing services and new initiatives.
Financial tracking: Monitor contracts and purchase orders continuously, tracking financial data and approving invoicing.
Material planning: Review material needs with Construction and PMO departments to forecast future construction project requirements.
Supply chain coordination: Work with Purchasing to ensure future needs and required delivery dates are met, communicating changes effectively to all stakeholders.
Data management: Provide accurate data on materials issued to specific project accounts and review usage to recommend alternative, cost-effective purchasing options.
Project closeout: Coordinate with Project Managers to verify that all services and materials are delivered and fully paid before providing a final materials reconciliation for project closeout.

Skills

Procurement & contract management

Communication & collaboration

Education

Associate degree in business or related field

BA in business or related field

Job description

Position Summary

The Facilities Materials Manager oversees and manages all purchasing and procurement functions for Hospital Facilities and Construction. This role is responsible for authorizing expenditures, establishing and monitoring contracts, ensuring state compliance, and tracking project material usage from inception to closeout. Additionally, the role supervises assigned staff and supports department-wide sustainability and administrative goals.

Duties of a Facilities Materials Manager may include but are not limited to the following

Oversee division purchasing: Manage all procurement functions and authorize expenditures across various divisional cost centers.
Contract development: Coordinate with the Purchasing Department and PMO to prepare, establish, and set up contracts and purchase orders for existing services and new initiatives.
Financial tracking: Monitor contracts and purchase orders continuously, tracking financial data and approving invoicing.
Material planning: Review material needs with Construction and PMO departments to forecast future construction project requirements.
Supply chain coordination: Work with Purchasing to ensure future needs and required delivery dates are met, communicating changes effectively to all stakeholders.
Data management: Provide accurate data on materials issued to specific project accounts and review usage to recommend alternative, cost-effective purchasing options.
Project closeout: Coordinate with Project Managers to verify that all services and materials are delivered and fully paid before providing a final materials reconciliation for project closeout.

Interdepartmental compliance

Interact with Hospital Receiving, Accounts Payable, Property Control, Internal Audit, and relevant state agencies to ensure all purchase transactions and journal transfers are fully compliant.

Audit readiness: Maintain comprehensive records within CPR and Project Mates to provide a clear audit trail for all maintenance and construction material purchases.
Sustainability tracking: Ensure purchased materials meet established sustainability standards; track and report on departmental sustainability metrics, including materials and waste management.
Operational efficiency: Maintain high performance standards to ensure the efficient operation of the Facilities Department.
Team supervision: Supervise assigned staff, manage time-off requests, and prepare formal performance programs and evaluations.
Executive support: Complete additional duties as requested by the Director, and Associate Vice President of Hospital Facilities and Plant Operations in a professional and competent manner.

QUALIFICATIONS

Required Qualifications

Associate degree in business or related field. At least 5 years of experience in purchasing, procurement, contract administration, materials management, or a closely related business function. Strong knowledge of state procurement processes and contract management. Excellent communication and interdepartmental collaboration skills.

Preferred Qualifications

BA in business or related field. 10+ years of experience in purchasing, procurement, contract administration, materials management, or a closely related business function. Strong knowledge of state procurement processes and contract management. Experience with inventory reconciliation, cost tracking, and financial auditing. Proficiency with facility management and project tracking systems (e.g., CPR,

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.

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.

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.

Anticipated Pay Range

The salary range for this position is listed below. This range reflects Stony Brook University Hospital’s good faith and reasonable estimate of potential compensation at the time of posting. The final offer will be determined based on the candidate’s verified years of relevant, comparable experience. Please note that misrepresentation or inflation of experience may result in disqualification from the hiring process or termination of employment if hired.

Location Pay: for UUP, CSEA, and PEF full-time positions
Shift Differentials: Additional pay for evening, night, or other supplemental shifts (e.g., inconvenience pay, geographic pay, or other applicable differentials)

At Stony Brook University Hospital, your compensation extends beyond your paycheck. We offer comprehensive benefits including generous leave, health insurance, and participation in the state pension system that contribute significantly to your overall total rewards package.

Stony Brook Medicine integrates and elevates all of Stony Brook University’s health-related initiatives: education, research and patient care. It includes our Health Sciences schools — Medicine, Dental, Health Professions, Nursing and Social Welfare — a Program in Public Health, as well as Stony Brook University Hospital, Stony Brook Children’s Hospital, Stony Brook Southampton Hospital, Stony Brook Eastern Long Island Hospital, Long Island State Veterans Home, and more than 200 community-based healthcare settings throughout Suffolk County.

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.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Official Job Title

TH Staff Assistant I

Job Field

Administrative & Professional (non-Clinical)

Primary Location

US-NY-Stony Brook

Department/Hiring Area

Hospital-Maintenance Stores

Schedule

Full-time

Posting Start Date