Supply Administrative Coordinator FGP Brooklyn Ft Hamilton

NYU Langone Health; New York (NY); On-site; USD 66,300 - 75,826; Full time

Job summary

NYU Langone Health in New York is seeking a Supply & Administrative Coordinator to manage supply inventory, track orders, and support the needs of clinical and office departments. The successful candidate will collaborate with staff and maintain effective relationships while ensuring adherence to corporate governance and protocols.

This role requires a Bachelor’s Degree and relevant experience, emphasizing organization, problem-solving skills, and knowledge of medical terminology. The position offers an annual salary range of $66,300.00 - $75,826.82.

Qualifications

• Experience overseeing office activities and administering budgets.
• Skills in writing logical and grammatically correct correspondence.
• Knowledge of medical terminology and compliance with regulatory requirements.

Responsibilities

• Review inventory and initiate orders for supplies.
• Maintain supply closets and ensure appropriate storage.
• Act as a liaison between staff and suppliers.

Skills

Inventory management

Communication skills

Problem-solving

Computer software proficiency

Education

Bachelor's Degree

2 years relevant experience

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 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 vendors are paid as agreed. In conjunction with Supply Chain, the candidate will discuss plans and adjust purchasing needs, review pending requisition orders, and ensure department follows corporate supply chain governance and protocols. The candidate acts as a liaison between staff members, physicians, and other staff to ensure all department needs for supplies and services are 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 to understand preferred vendors, contracts, and access
• Assist with monitoring and determination of effective and efficient supplier performance
• Cooperates 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 protocol around supplier access to key decision makers.
• Conduct checks and balances for all information contained within PeopleSoft
• Maintain all inventory and PAR stock locations for Department(s)
• 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 propose future purchases
• Ability to 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 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 (e.g. ways to optimize provider schedules, 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 the 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 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.

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.