Purchase Associate, Contracts & Procurement

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.

Required Qualifications

• Bachelor’s Degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, Procurement, Legal Studies, Finance, Healthcare Administration, or a closely related field.
• Minimum of three (3) years of progressively responsible professional experience in procurement, contract administration, contract management, purchasing, or legal support, preferably in a public-sector, healthcare, higher education, or similarly regulated environment.
• Demonstrated experience reviewing, interpreting, and administering contracts, procurement documents, or other contractual agreements.
• Working knowledge of procurement practices, contract administration, and applicable laws, rules, regulations, and policies.
• Demonstrated ability to analyze contractual terms, identify compliance concerns, and communicate requirements effectively to departments, vendors, and external agencies.
• Strong analytical, organizational, negotiation, problem-solving, and interpersonal communication skills.
• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
• Ability to manage multiple assignments, coordinate with internal and external stakeholders, and meet established deadlines.

Preferred Qualifications

• Juris Doctor (JD) Degree from an accredited law school.
• Experience in New York State public-sector procurement, including applicable SUNY procurement policies and State agency approval requirements.
• Experience reviewing, drafting, negotiating, and administering complex contracts, including healthcare affiliation agreements, managed care agreements, vendor agreements, and other institutional agreements.
• Experience working with legal counsel, government oversight agencies, and external organizations on contract review, negotiation, and regulatory compliance.
• Experience in strategic sourcing methodologies, supplier relationship management, and contract negotiations.
• Experience with capital equipment purchasing, financial analysis, procurement controls, and cost-effective contracting practices.
• Demonstrated project management, implementation, and coordination skills.
• Strong collaborative leadership, customer service, relationship-building, communication, and presentation skills.
• Experience training, developing, or mentoring procurement professionals.
• Proficiency with procurement and contract management systems, including Microsoft Access or similar database applications.