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Coordinator, Contracts and Reporting
4 months ago
Title: Coordinator, Contracts and Reporting
Employee Classification: Clerical & Secretarial
Institution: System Office
Department: Procurement, Contracts, and Payment Services
Campus Location: Tennessee Board of Regents System Office
Job Summary
The Coordinator, Contracts & Reporting is responsible for ensuring that the processing of all contract and reporting transactions are provided in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines. The Coordinator, Contracts & Reporting, analyzes and drafts contract documents utilizing sophisticated technology to provide professional services. The Coordinator, Contracts & Reporting, works closely with the Director of Contracts & Reporting and PCPS staff to support the management and execution of contracts, and serves in the capacity of the Director when applicable. The Coordinator, Contracts & Reporting, also works closely with the System Office and institutions of the TBR system and is expected to provide a high level of expertise and customer service to all institutions served.
Job Duties
• Independent review, negotiating, and crafting of College and system-wide contracts and associated documentation, including non-competitive and competitive.
• Responsible for oversight of the DocuSign and TBR Contracts Log process, to ensure contract completion and record retention policies are adhered to.
• Provides oversight for all Order Form processing.
• Primary responsibility for responding to inquiries fromContracts Officers, the TCATs and other institutional and external constituents of the TBR System regarding contracts issues and status.
• Assists in the development of and provides training for the contracts review, revision and routing processes.
• Creates contract forms, templates and maintains those templates.
• Overseeing the maintenance of electronic contract files, user input, monitoring and notification of contract renewals and expirations as requested by the Director, Contracts & Reporting.
• Serves in the Director's capacity in applicable situations. - (Essential)
10% - Customer Service
• Communicates to employees and administration regarding contract related issues
• Assists in resolving escalated questions and contract processing concerns
• Responds to College, System Office, and vendor questions regarding System Office and system-wide contracts in coordination with the Director, Contracts & Reporting
• Works cooperatively and effectively with other departments
• Provides consultative services to institutions based on functional area expertise in support of procurement related best practice implementation - (Essential)
15% - Supervision
• Asssists in ensuring that staff maintain adequate and accurate records to support contract and reporting processes
• Supervises one Contracts & Reporting Associate, to ensure timely and proper execution of contracting activities
• Assists in ensuring staff compliance with all applicable institutional, TBR, State, and Federal regulations, policies, and guidelines in support of ongoing improvement and standardization of system-wide contracts and reporting transactions - (Essential)
5% - Reporting
• Assists in the preparation and quality control of specialized contract reports
• Assists with institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
5% - Other Duties
• Performs additional duties as assigned - (Marginal)
Minimum Qualifications
• Bachelor's degree and a minimum of 3 years of procurement or contract experience OR a high school degree/GED and a minimum of 5 years of procurement or contract experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications
Preferred Qualifications
• Experience working in procurement or contracts in a college or university setting
• Experience within a shared services operating environment
• Experience in procurement or contracts at a TBR institution or state administration
• Experience with Jaggaer or similar procurement system
• Experience with Docusign or similar document routing/signature system
• Experience with training on contracts processes
Knowledge, Skills, and Abilities
• Knowledge of procurement and contract terminology and practices
• Broad knowledge of federal and state laws and guidelines applicable to contracts
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions and priortizations
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information
