Supply Administrative Coordinator FGP Brooklyn Ft Hamilton

NYU Langone Health; New York (NY); On-site; USD 66,000 - 76,000; Full time

Job summary

NYU Langone Health's Faculty Group Practice in Brooklyn, Ft. Hamilton, seeks a Supply & Administrative Coordinator (FGP) to manage department inventories, create service POs, and coordinate purchasing plans.

You will receive and distribute shipments, maintain PAR stocks, and work with Corporate Supply Chain to ensure contracts and vendor access align with governance. You will also support staff and physicians, monitor budgets, and build strong working relationships to ensure smooth operations

Qualifications

• Bachelor's Degree and/or 2 years of relevant experience.
• Experience overseeing office activities, administering budgets, and supervising staff.
• Experience with varied computer hardware and software, word processing, spreadsheet, database, communications and presentation applications.
• Knowledge of medical terminology.
• Ability to handle highly confidential information.
• Ability to work independently and follow through on assignments with minimal direction.

Responsibilities

• Creates and maintains an ordering plan for each department for clinical and office supplies.
• Responsible for the creation of service Purchase Orders for the financial year based on annual spend projections.
• Process orders for maintenance, repair, and operational items as necessary.
• Creates all purchase requisitions for the practice.
• Receives all shipments and deliveries to the department and distributes items to storage locations.
• Maintains inventory and organizes supply closets and rooms.
• Works with Corporate Supply Chain to review and determine the best purchasing approach.
• Collaborates with Corporate Supply Chain to identify preferred vendors and contract access.
• Assists with monitoring supplier performance and efficiency.
• Coordinates with service suppliers for routine maintenance and non-clinical equipment troubleshooting.
• Engages with Corporate Supply Chain around supplier activity to ensure compliance with protocols.
• Maintains diverse records and files for documentation retrieval.
• Builds and maintains positive working relationships with physicians, staff, and patients.
• Performs other duties as assigned.

Skills

Office coordination

Budget management

Staff supervision

Communication

Administrative support

Medical terminology

Education

Bachelor's degree

Tools

Word processing

Spreadsheet

Database software

Presentation software

Job description

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

Position Summary

We have an exciting opportunity to join our team as a Supply & Administrative Coordinator (FGP) - Brooklyn, Ft. Hamilton.

In this role, the successful candidate Under general direction of leadership, the FGP Supply and Admin Coordinator will review inventory; initiating and track orders; receive, inspect, and distribute orders; fill out damage claims and return orders; keeping daily records; and working with accounts payable to ensure our vendors are paid as agreed. In conjunction with Supply Chain, discusses plans and adjusts all purchasing related plans and needs. Reviews pending requisition orders, and ensures department follows corporate supply chain governance and protocols. Acts as a liaison between staff members, physicians, and other staff to ensure all department needs for supplies and services are being met.

Job Responsibilities

• Creates and maintains an ordering plan for each department for clinical and office supplies
• Responsible for the creation of service Purchase Orders for the financial year based on annual spend projections
• Process orders for maintenance, repair, and operational items as necessary
• Creates all purchase requisitions for the practice
• Receives all shipments and deliveries to the department and works with the staff to distribute the items to the proper storage location
• Responsible for the maintenance and organization of the supply closets and rooms
• Works with Corporate Supply Chain to review and determine the best purchasing/sourcing approach
• Work closely with Corporate Supply Chain (SC) to understand who preferred vendors are, what contracts are in place and in what ways they can be accessed.
• Assist with the monitoring and determination of effective and efficient supplier performance
• Works with all service suppliers to coordinate routine maintenance and trouble-shooting for non-clinical equipment.
• Coordinate with Corporate Supply Chain around supplier activity within the practice to ensure they follow any NYUHC or Corporate Supply Chain protocol around supplier access to key decision makers in the practice.
• Conduct various checks and balances for all information contained within PeopleSoft
• Maintain all inventory and PAR stock locations for Department(s)
• Maintains accurate, well-organized, up to date files for retrieval of needed documentation
• Recognizes routine problems and recommends suggestions, ideas and solutions
• Organizes, prioritizes and expedites own work flow and uses independent judgment
• Meets with manager to discuss budget performance, obstacles with suppliers and to propose future purchases
• Ability to develop and maintain effective working relationships with physicians, staff and patients.
• Performs other duties as assigned.

Patient Experience and Access

• Serves as NYU Langone Health Faculty Group Practice Brand Ambassador by upholding the NYULH Mission, vision and values and promoting excellence in the patient experience, during every encounter.
• Drives consistency in every patient and colleague encounter by embodying the core principles of our FGP Service Strategy CARES (Connect, Align, Respond, Ensure, and Sign-Off)
• Greets patients warmly and professionally, stating name and role, and clearly communicates each step of the care/interaction as appropriate
• Works collaboratively with colleagues and site management to ensure a positive experience and timely resolution for all patient interactions and inquiries whether in person, by phone or via electronic messaging.
• Proactively anticipates patient needs, and participates in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify), and escalates to leadership as appropriate.
• Shares ideas or any observed areas of opportunity, to improve patient experience and patient access, with appropriate leadership. (i.e. ways to optimize provider schedules, how to minimize delays, increase employee engagement, etc.)
• Partners with Patient Access Center and Central Billing Office team members to support collaboration and promote a positive patient experience.
• Takes a proactive approach in ensuring that practice staff are fully versed in the Access Agreement gold standard principles.

Minimum Qualifications

To qualify you must have a Bachelor's Degree and/or 2 years of relevant experience or an equivalent combination of education and experience. This must include experience with overseeing office activities, administering budgets, and supervising staff. Complies with regulatory requirements appropriate for position. Experience and competency with varied computer hardware and software, word processing, spreadsheet, database, communications and presentation applications. Writing skills to compose and edit logical, detailed, comprehensive and grammatically correct correspondence. Knowledge of Center policies and procedures. Skill in communicating with patients, families, physicians, nurses, staff and peers with diplomacy and tact. Knowledge of medical terminology. Ability to handle matters of highly confidential and sensitive nature. Ability to recognize and identify problems, recognize implications and propose alternative solutions. Skill in working independently and in following through on assignments with minimal direction..

Preferred Qualifications

Office environment. Sitting for substantial periods of time. Bending and lifting weights up to 25 pounds.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well‑being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $66,300.00 - $75,826.82 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here.

Required Skills

Required Experience