Supply & Administrative Coordinator (FGP) - Brooklyn, Ft. Hamilton

NYU Grossman School of Medicine; New York (NY); On-site; USD 66,300 - 75,826; Full time

Benefits offered by this job

Comprehensive benefits package

Employee wellness program

Generous time-off program

Job summary

NYU Grossman School of Medicine is seeking a Supply & Administrative Coordinator to manage supply orders and maintain inventory in Brooklyn, Ft. Hamilton. The role involves collaboration with Corporate Supply Chain and enhancing patient experiences through effective communication.

The ideal candidate should have a Bachelor’s Degree and two years of relevant experience, alongside strong organizational skills. We offer a comprehensive benefits package to support your career and personal development.

Qualifications

• 2 years of relevant experience in office administration or a combination of education and experience.
• Experience with office activities and budget administration.
• Knowledge of medical terminology.

Responsibilities

• Maintain an ordering plan for clinical and office supplies.
• Create service Purchase Orders based on annual projections.
• Coordinate with Corporate Supply Chain on supplier activities.

Skills

Communicating with patients

Organization skills

Problem-solving

Computer proficiency

Education

Bachelor's Degree

Job description

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, initiate and track orders, receive, inspect and distribute orders, fill out damage claims and return orders, keep daily records, and work with accounts payable to ensure our vendors are paid as agreed. In conjunction with Supply Chain, the coordinator discusses plans and adjusts all purchasing related plans and needs, reviews pending requisition orders, and ensures department follows corporate supply chain governance and protocols. The coordinator 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 troubleshoot for non‑clinical equipment
• Coordinate with Corporate Supply Chain around supplier activity within the practice to ensure they follow NYUHC or Corporate Supply Chain protocol around supplier access to key decision makers
• Conduct various checks and balances for all information contained within PeopleSoft
• Maintain all inventory and PAR stock locations for departments
• Maintain accurate, well‑organized, up‑to‑date files for retrieval of needed documentation
• Recognize routine problems and recommend suggestions, ideas and solutions
• Organize, prioritize and expedite own workflow and use independent judgment
• Meet with manager to discuss budget performance, obstacles with suppliers and to propose future purchases
• Develop and maintain effective working relationships with physicians, staff and patients
• Perform 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 anticipate patient needs, participate in service recovery by applying the LEARN model (Listen, Empathize, Apologize, Resolve, Notify) and escalates to leadership as appropriate
• Share ideas or observed areas of opportunity to improve patient experience and patient access with appropriate leadership (e.g., ways to optimize provider schedules, minimize delays, increase employee engagement)
• Partner 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.

Additional Requirements

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

Benefits

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. 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.

Equal Opportunity

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.

Know Your Rights

Know Your Rights: Workplace discrimination is illegal.

Salary Range

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.