Service Center Coordinator Contracts and Reporting

Title

Service Center Coordinator for Contracts and Reporting

Other

System Office

Service Center

Tennessee Board of Regents System Office

The Service Center 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, T , State, and Federal regulations, policies, and guidelines. The Coordinator analyzes and drafts contract documents utilizing sophisticated technology to provide professional services. The Coordinator 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 also works closely with the System Office and institutions of the T  system and is expected to provide a high level of expertise and customer service to all institutions served.

• 65% – 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 Docu Sign and T  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 from Contracts Officers, the TCATs and other institutional and external constituents of the T  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.
  • Oversees the maintenance of electronic contract files, user input, monitoring and notification of contract renewals and expirations as requested by the Director, Contracts & Reporting. (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
  • Assists 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, T , 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, T , State, and Federal required reporting, as well as ad hoc reports. (Essential)
• 5% – Other Duties
  • Performs additional duties as assigned. (Marginal)

• 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.

• Experience working in procurement or contracts in a college or university setting.
• Experience with in a shared services operating environment.
• Experience in procurement or contracts at a T  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 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 prioritizations.
• 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.

(Place for details if provided.)