Procurement Specialist

Posted: 17-Apr-26

Location: New Haven, Connecticut

Categories:

Staff/Administrative

Internal Number: 133847WD

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Overview

The Procurement Specialist is responsible for managing the sourcing and execution of creative and production projects when in-house capabilities are exceeded. As part of the in-house team at Yale Printing and Publishing Services (YPPS), this role ensures effective procurement and delivery of print materials, branded merchandise, and specialty items, aligning with organizational objectives, brand standards, timelines, and budgets. The Procurement Specialist leads the full lifecycle of outsourced projects, including requirements assessment, vendor sourcing, competitive bidding, contract negotiation, and production oversight. The Specialist is accountable for securing high-quality, cost-effective solutions while maintaining strong vendor relationships and ensuring consistent performance across a diverse supplier base.

Serving as a key liaison between internal stakeholders and external partners, the Procurement Specialist provides guidance on production methods, manages project risks, and ensures seamless coordination from concept through delivery. The role plays a critical part in optimizing spend, improving procurement processes, and maintaining quality and consistency across all externally produced communications materials.

Oversees production processes from start to finish. This includes creating detailed project specifications, managing timelines and routing proofs between vendors and internal teams. Requests quotes, negotiates pricing, produces purchase orders and tracks project status to ensure clear communication and timely delivery for assigned projects. Meticulously reviews proofs for accuracy, color consistency and overall quality. This role may attend press checks for assigned projects to provide on-site approval when applicable and guarantee that finished pieces meet project requirements. Collaborates with the design team to ensure all artwork files are correctly prepared for prepress, troubleshooting any technical issues that may arise. Works closely with campus colleagues to understand and advise on requirements for requested products and provide guidance on technical feasibility, material options, and finishing processes to achieve the desired outcome. Curates and maintains an approved vendor list, including ongoing vendor evaluation. Monitors vendor performance and maintains relationships with preferred suppliers. Ensures all products produced align with Yale’s brand standards. Maintains documentation, records, and reporting related to purchasing activities. Serves as a resource in resolving vendor-related issues, including quality, service, pricing, and compliance concerns. Represents university constituents to external vendors; communicates client expectations and develops guidelines for vendor engagement. Recommends and supports improvements to systems and business processes.

The Procurement Specialist requires occasional weekend hours.

Required Skills and Abilities

1. Deep understanding of print technologies (digital, offset, large format, silkscreen, and pad printing), color management, paper/substrate specifications, finishing techniques and prepress workflows.
2. Excellent verbal and written communication skills, with the ability to articulate technical requirements to non-technical stakeholders.
3. Knowledge of industry standards and best practices in print procurement and the ability to manage multiple production timelines in a fast-paced, deadline-driven environment.
4. Exceptional customer service skills and demonstrated ability to build effective working relationships across the university.
5. An exceptional eye for detail is essential for proofreading, quality checking, and ensuring the accuracy of all printed materials

Preferred Education and Experience

1. Five or more years of relevant experience.
2. Experience with wide-format printing, signage, or environmental graphics.
3. Experience in a higher education, corporate, or agency environment.
4. Experience with print management or procurement systems.

Principal Responsibilities

1. With guidance, implements and executes formal strategic sourcing processes in support of department specific needs for supplies and services. 2. Utilizes a variety of e-procurement tools. 3. With support and guidance, researches and develops new sources of supply to satisfy departmental requirements. 4. Utilizes a structured problem-solving approach, developing alternatives and recommending solutions. 5. Performs initial review of contract terms and conditions. 6. Supported by other staff members, analyzes and segments spend to determine priorities, savings opportunities and build a demand profile for sourcing. 7. Tracks cost savings and prepares metrics. 8. Builds and maintains strong working relationships with internal University customers. 9. Works with preferred suppliers and maintains supplier quality and performance 10. Is knowledgeable of relevant industry trends and market conditions. 11. Works collaboratively with others to identify key business drivers, beyond price, which contribute to the total cost of ownership. 12. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in Accounting, Business or Finance and three years of purchasing/Buyer experience or equivalent combination of education and experience.

Job Posting Date

04/16/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Salary Range

$68,000.00 - $120,500.00

Time Type

Full time

Duration Type

Staff

Work Model

On-site