It Contracts Administrator Jobs

IT Contracts Administrator

Position Summary

At Stony Brook Medicine, our IT Contracts Administrator is responsible for being familiar with and adept in the proper management of all contract renewals for service, software, hardware and subscription maintenance. Must be adept to handle emergencies as needed, insure sufficient time for renewals and funding of all maintenance contracts in accordance with SUNY and NYS policies and procedures and standards.

Duties of an IT Contracts Administrator may include the following but are not limited to:

• Included in these responsibilities are: Maintaining contract management database by updating encumbrances, renewal dates, OGS and NYS Contract numbers, and Managing Director. Notify Department Managers of upcoming contract renewals and annual purchase orders. Assist in obtaining renewal quotes and updating contracts. Manage and track monthly billing invoices.
• The incumbent will coordinate and work with Department Heads – Networking, Infrastructure, System Administration, Biomedical, Client Support/Help Desk, Communications and Telecom
• The incumbent will assist in the management of all SBUH Infrastructure, Applications, Biomedical, and VOIP contracts and annual renewals.

for purchase orders and contracts. Obtaining, auditing, and tracking invoices, and obtaining approval from Department Managers. Forwarding approved invoices to Accounts Payable contact for payment.

• Enter Requisitions on Lawson. Work with Procurement to ensure that all information needed to process requisition is obtained.
• Work on Vendor portals to download invoicing for reconciliation. Work with vendor to address any issues and obtain remediation.
• Assist in the Budget Forecasting Process for IT Operationally Funded Contracts against IT Contracts Budget.
• Work on Open Purchase Order report to ensure that all Purchase orders are addressed during the appropriate fiscal year.
• Assist in the preparation of quarterly and annual IT Solucient report for SBUH Finance.
• Process and document change notices to contracts, either multi-year or annual contracts

Qualifications

Required Qualifications:

• Knowledge of State Procurement System rules and regulations.
• Microsoft Office Suite experience – including Teams and PowerPoint; Lawson; and SFS experience. Proficient in Excel and Word.
• Bachelor’s Degree and 3 years of procurement experience.
• In Lieu of Bachelor’s degree, an Associate’s degree and 5 years of procurement experience will be considered.
• Strong organizational skills and time management.
• Possess strong problem-solving skills and strong customer service skills.

Preferred Qualifications:

• Experience working in a Large Institution (Medical/Educational, Business or Government Agency).
• Experience with IT related service and maintenance annual renewals and contracts.
• Experience in maintaining a cost center and database

Special Notes: Resume/CV should be included with the online application.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.
• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
• All Hospital positions may be subject to changes in pass days and shifts as necessary.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
• Meet Regulatory Requirements for pre-employment screenings.
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen*
• Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

• The hiring department will be responsible for any fee incurred for examination.

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Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as - $85000-$100000.

The above salary range (or hiring range) represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

In addition, all UUP positions have a $3,026 location pay.

Some positions offer shift pay differentials for Night ($3,700) & Evening ($2,500) As well as Inconvenience pay of $575.

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and state pension that add to your bottom line.

Visit our WHY WORK HERE page to learn about the total rewards we offer.