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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

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

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