Procurement Specialist

The SUNY Research Foundation (RFSUNY) is the largest comprehensive university-connected research foundation in the country. It provides essential administrative services that enable State University of New York (SUNY) faculty to focus their efforts on educating students and performing life-changing research across a wide range of disciplines. This position is a Research Foundation (RF) position at Downstate Health Sciences University, within the Office of Research Administration.

Reporting to the Director of Sponsored Programs Finance, the Procurement Specialist ensures that procurement and purchasing activities support the Research Foundation’s mission, vision, and values. The Procurement Specialist maintains compliance with the policies and procedures of the Research Foundation (RF), SUNY, sponsors, and regulatory agencies, and provides comprehensive support to researchers and administrators.  The Procurement Specialist serves as an effective liaison between suppliers/vendors and research staff. This position maintains a high level of customer service while facilitating efficient, compliant purchasing processes. 

Duties and Responsibilities

• Execute purchasing responsibilities, including processing requisitions and creating purchase orders, in a timely, efficient, and cost-effective manner while adhering to institutional, federal, state, city, and sponsor policies. 

• Assist in the administration of the electronic procurement system by providing hands-on support to faculty, staff, and administrators. Troubleshoot user issues, manage account access and permissions, and guide researchers and administrators to ensure proper system use and compliance with Research Foundation policies and procedures. 

• Utilize existing Research Foundation (RF) and State contracts when available. When contracts do not exist, request preferential pricing proposals from vendors to establish new contracts for the Research Foundation.

• Ensure compliance with competitive bidding requirements when applicable, including obtaining the required number of quotes and managing the Request for Quotation (RFQ) and Request for Proposal (RFP) processes. 

• Serve as a faculty liaison by researching and resolving purchasing concerns, needs, and discrepancies. 

• Create and update supplier records in the Supplier Master File in accordance with RF policies and procedures. 

• Maintain a comprehensive supplier information database, including contract numbers, contact details, and sales representative information. 

• Prepare monthly property reports based on RF Procurement transactions. 

• Analyze purchasing monitoring reports and implement corrective actions as necessary. 

• Respond promptly to Internal Revenue Service (IRS) notices, including IRS B-Notices, ensuring timely resolution and compliance. 

Required Qualifications

Bachelor's degree or equivalent in education and experience. Demonstrated knowledge of Procurement policies and procedures. Strong mathematical, analytical, organizational and communication skills. Detail-oriented team player with strong negotiation skills and the ability to work independently. Solid understanding of business operations and processes. Strong interpersonal skills with the ability to effectively interact with a diverse range of individuals.

Preferred Qualifications

Certified Purchasing Professional (CPP) Certification. Experience in an academic medical center or institution of higher education. Demonstrated knowledge of Accounts Payable and Supply Chain processes. Experience implementing automated systems and training stakeholders on new processes and procedures. Knowledge of Oracle and e-Procurement Systems.

Salary

$65,000 - $85,000