Purchase Associate, Contracts & Procurement

Downstate; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

SUNY Downstate Health Sciences University is seeking a full-time Purchase Associate to provide procurement, contractual, and legal support for goods and services across the university and affiliated organizations.

The role administers state procurement processes, reviews agreements, negotiates with vendors, and ensures compliance with federal and New York laws, protecting institutional interests. Collaboration with departments, vendors, and legal counsel is essential.

Responsibilities

• Facilitate, manage, and execute State procurement processes to establish contracts.
• Provide legal review for transactions to ensure compliance with funding sources and laws.
• Review documents for legal sufficiency and policy compliance.
• Review affiliation agreements for students, residents, and fellows at SUNY Downstate.
• Review managed care and revenue agreements; obtain approvals from NYS agencies.
• Develop agreements and secure required review agency approvals (MOUs, employment, funding).
• Build relationships with clinicians to understand operational needs and source goods and services.
• Maintain positive supplier relationships and negotiate for hospital and university campuses.
• Collaborate with departments and State offices to ensure timely processing of requisitions and orders.
• Plan and oversee capital equipment purchases and contracts for cost-effective engagements.
• Identify purchasing needs and requirements with departments.
• Analyze product information, pricing, terms, servicing, and warranties.
• Coordinate and monitor departmental purchasing activities for timely processing.
• Monitor order placements with vendors.
• Maintain communication with department heads and vendors to evaluate offerings.
• Serve as liaison throughout procurement lifecycle.
• Stay updated on procurement, contracting, and purchasing practices.
• Provide support to Contracts & Procurement team as required.

Job description

The Department of Contracts & Procurement at SUNY Downstate Health Sciences University is seeking a full-time Purchase Associate.

Job Summary

The Purchase Associate provides procurement, contractual, and legal support in the acquisition of goods and services for SUNY Downstate Health Sciences University, including its affiliated organizations and corporations. The incumbent facilitates State procurement processes, reviews and negotiates agreements, supports contract development and administration, and ensures compliance with applicable federal and New York State laws, regulations, policies, and procurement requirements.

The Purchase Associate works collaboratively with University and hospital departments, external vendors, legal representatives, and State oversight agencies to support efficient, compliant, and cost-effective procurement and contracting activities while protecting the University’s operational, financial, and institutional interests.

Key Responsibilities & Duties

• Facilitate, manage, and execute State procurement processes in accordance with all applicable rules and regulations to establish contracts.
• Provide legal review for a variety of transactions proposed by institutional entities to ensure compliance with applicable laws, rules, regulations, and policies of the respective funding sources, including State, federal, private, and grant funds.
• Provide legal review of documents generated by departments and external organizations for legal sufficiency and compliance with applicable laws, rules, regulations, and policies.
• Provide legal review of affiliation agreements for students, residents, and fellows performing clinical training at other training sites, as well as individuals from other educational institutions performing clinical training at SUNY Downstate.
• Provide legal review of managed care and other revenue agreements, including transfer and referral agreements, for compliance with applicable laws, rules, regulations, and policies. Process such agreements through approval by the appropriate New York State agencies.
• Consult with departments, affiliated organizations, and corporations to develop appropriate agreements and secure necessary review agency approvals to manage relationships with internal and external entities, including memoranda of understanding, employment agreements, and funding agreements.
• Develop ongoing relationships and interact with clinicians to understand and serve operational needs and source goods and services accordingly.
• Develop and maintain positive supplier relationships.
• Negotiate on behalf of the hospital and University campuses.
• Collaborate with clinical departments, appropriate State offices, and clerical staff to ensure timely and accurate processing of requisitions and purchase orders.
• Plan, evaluate, and oversee purchases of capital equipment and contracts for appropriate services to ensure cost-effective engagements.
• Consult with departments to identify and determine purchasing needs and specific requirements.
• Obtain and analyze product and service information, including pricing structures, payment terms, contractual arrangements, servicing requirements, warranty coverage, and related considerations.
• Coordinate, monitor, and maintain departmental activities to ensure timely, accurate, and efficient processing of purchasing requests.
• Monitor the placement of orders with appropriate vendors.
• Maintain effective communication with department heads, staff, and outside agencies. Meet regularly with vendors and sales representatives to evaluate products and services offered.
• Serve as a liaison throughout the procurement lifecycle.
• Maintain current knowledge of trends and developments related to procurement, contracting, and purchasing practices.
• Provide support to the Contracts & Procurement team as required.

Working Relationships

The incumbent works closely with internal and external review and control agencies to ensure compliance with applicable laws, rules, regulations, and policies. The position requires interaction with legal counsel representing vendors and other external entities to ensure that the best interests of SUNY Downstate Health Sciences University are protected.