Service Center Coordinator for Contracts and Reporting at Tennessee Board of Regents

The Service Center at the Tennessee Board of Regents (TBR) supports the System Office and Technical Colleges of Applied Technology (TCATs) within the following functional areas: Human Resources, Payroll, Finance, Procurement & Payment Services, and Student Records & Financial Aid.

The Contractors and Reporting Unit of Procurement, Contracts and Payment Services also supports community colleges and LGIs related to contract needs.

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.

Responsibilities:

Contracts

• 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.

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

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

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

Other Duties

• Performs additional duties as assigned

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

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

For consideration, please complete an online application at https://www.tbr.edu/hr/job-opportunities-tbr-system-office