Supply & Administrative Coordinator; FGP; Brooklyn Hamilton

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.

• 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 People Soft
• 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

• 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…