Contract Specialist

Contract Specialist

Application Deadline: 6 June 2025

Department: Finance

Employment Type: Full Time

Location: 270 Madison Avenue

Reporting To: Bryan Rhee

Compensation: $77,000 - $87,000 / year

Description Overview
The Strategic Procurement Office is dedicated to implementing responsible procurement processes that prioritize high-quality service for the Library community while upholding ethical standards in all interactions with Library suppliers. The NYPL community is required to utilize the Procurement Office for all sourcing, purchasing, vendor contracting, and related needs. The procurement team designs and executes processes that facilitate the efficient acquisition of goods and services from qualified suppliers while ensuring compliance with audit and business control requirements. By collaborating with departments across the organization, the team delivers high-quality procurement services that optimize the Librarys purchasing power and capitalize on cost-saving opportunities. The Library is seeking a Contracts Specialist to draft, negotiate, and manage contracts, ensuring compliance with laws and regulations, NYPL policies and terms, and representing the organization's interests, often working with vendors, clients, and internal teams, toward identifying opportunities to reduce costs and mitigate risks. This role is responsible for managing all phases of the contract lifecycle, from collaborating with stakeholders to defining Scope of Work to negotiating terms and supporting the payment process. The ideal candidate will have experience in procurement and contract management, preferably within public-sector, nonprofit, or similar environments.
We are looking for someone we can count on to:
Own :

• Strategic Procurement / Sourcing & Contract Management steps / workflows and projects

Teach :

• Procurement/Sourcing & Contract compliance

Learn:

• Best Practices and its implementation towards Purchasing Excellence

Improve :

• Technology, Workflows, Policy/Compliance, Vendor Relationships

Some expectations for this role are that within:
1 month , this person will:

• Become familiar with organizational procurement policies, contract management systems, and key stakeholders
• Complete onboarding and initial training on contract processes, compliance requirements, and relevant systems (e.g., ERP, contract lifecycle management tools).
• Begin reviewing and drafting routine contract documents under supervision
• Support the contract team with administrative tasks such as document tracking, file maintenance, and basic analysis

3 months , this person will:

• Independently manage low-to-moderate complexity contracts, including drafting, reviewing, and negotiating standard terms and conditions
• Ensure all assigned contracts comply with applicable laws, regulations, and internal policies
• Begin contributing to process improvement initiatives by identifying inefficiencies or risks in current contracting workflows
• Develop strong working relationships with internal stakeholders and external

6 months and beyond , this person will:

• Serve as a trusted advisor on contractual matters, providing guidance on risk mitigation, negotiation strategies, and compliance issues
• Manage a portfolio of complex, high-value, or strategic contracts with minimal supervision
• Contribute to contract policy updates and support training efforts across departments.
• Lead or participate in cross-functional projects aimed at improving sourcing strategies, contract performance, or cost savings initiatives

Responsibilities

• Draft and review vendor agreements to ensure legal compliance, alignment with organizational policies, and fulfillment of Scope of Work requirements
• Negotiate product and service agreements to secure favorable terms, reduce total cost of ownership, ensure legal integrity, and mitigate organizational risk
• Manage a high volume of agreements supporting NYPL operations and programsincluding Addendums, Independent Contractor Agreements, and Master Services Agreementswhile ensuring compliance, streamlining processes, and collaborating with internal stakeholders to meet organizational needs
• Lead cross-functional collaboration with Legal, Data Privacy, Risk, IT/Cybersecurity, and other support teams to drive strategic contract oversight, ensure compliance, and align agreements with enterprise-wide objectives
• Ensure contract terms and conditions comply with all applicable federal, state, and grant regulations, mitigating risk and supporting audit readiness
• Partner with internal stakeholders to support initiatives and business requirements
• Maintain and update contract data for active and expiring agreements, ensuring accuracy, timely renewals, and data integrity within contract management systems
• Handle administrative tasks within the contract workflow, including collecting vendor tax forms and certificates of insurance, facilitating agreement signatures, and inputting vendor data into contract management systems
• Process requisitions and purchase orders related to assigned contracts and/or projects
• Identify and develop innovative solutions and processes to improve contract management and strategic sourcing workflows
• Offer expert guidance on all aspects of vendor agreements, ensuring clarity and alignment with organizational policies
• Provide support to Senior Contract Specialists and the Procurement team through contract administration, process coordination, stakeholder communication and project support
• Perform other related duties as required

Required Education, Experience & Skills Required Education & Certifications Bachelors degree in relevant field Required Experience

• 2+ years experience in a similar role
• Experience with procurement regulations, contract documents, and/or legal specifications

Required Skills

• Negotiation skills
• Strong reading comprehension
• Attention to detail
• Knowledge of strategic sourcing concepts
• Excellent written and oral communication
• Demonstrated proficiency in organizing and managing multiple projects
• Strong critical thinking and problem-solving skills
• Ability to work independently
• Proficient with Google Applications and Microsoft Office Suites

Managerial/Supervisory Responsibilities N/A
More... Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office setting (Hybrid 3 days onsite and 2 days remote)

Physical Duties

• None

Pre-Placement Physical Required?
No

Union/Non Union
Non-Union

FLSA Status
Exempt

Schedule M-F, 35 hours a week, 9am-5pm

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).