Job ID: 65751

Position: Administrative Services Manager

Client: State of Tennessee Department of Health

Location: 710 James Robertson Parkway, 6th Floor, Andrew Johnson Tower, Nashville, Tennessee. 37243

Duration: 12+ Months

Hybrid

37.5 hours per week; hybrid schedule anticipated (1 day in office, 4 days remote per week).

Caspio, Excel, SharePoint or shared drives, Microsoft Office, and applicable State contract templates and tracking tools.

Position Summary

• The Contract Analyst supports CEDEP and BGM by coordinating contract requests from intake through execution, maintaining accurate contract records, tracking procurement and renewal timelines, reviewing invoices, and supporting audit-ready contract documentation.
• The position works closely with program staff, fiscal, legal, procurement, and leadership stakeholders to move contracts and invoices through review efficiently and in compliance with applicable requirements.
  
  

Key Responsibilities

• Contract planning and intake
• Purpose: Ensure contract requests are complete, allowable, properly scoped, and planned early enough to prevent service gaps.
• Receive and triage contract requests from program staff; confirm service need, period of performance, funding source, and required timeline.
• Develop or support development of scopes of service and ensure alignment with program intent, grant or appropriation allowability, and state contracting requirements.
• Prepare or validate contract budgets, including maximum liability, line-item structure, and required budget attachments.
• Identify the appropriate contract pathway, including new contract, renewal, amendment, termination, or closeout.
• Plan backward from deadlines to keep contract work moving and prevent gaps in service.
  
  

Competitive procurement management

• Purpose: Support competitive procurement integrity and timely completion of RFA, RFGP, and related requirements.
• Determine whether procurement must be competitive and coordinate early with the appropriate procurement or competitive coordinator.
• Support development of competitive documents and packages using approved templates, required scoring structure, and attachment standards.
• Manage competitive timelines and logistics, including schedule-of-events coordination, required postings, evaluator coordination when applicable, and timely submission of required forms.
• Ensure required forms, attachment consistency, documentation standards, and other competitive integrity steps are completed.
  
  

Caspio contract tracking and workflow management

• Purpose: Maintain accurate, current contract records and use Caspio to actively manage work across the contract lifecycle.
• Use Caspio daily to initiate, route, and track new contracts, renewals, amendments, and related contract actions.
• Create and maintain contract records with complete and accurate required fields, including identifiers, vendor, term dates, maximum liability, funding source, competitive status, and milestones.
• Monitor workflow and status stages, respond to send-back items, correct documentation, and resubmit packages promptly.
• Use Caspio reporting views to identify expiring contracts, prioritize renewals, and track open requests by workflow stage.
  
  

Invoice review, payment processing, and monitoring

• Purpose: Support timely payment while ensuring invoices align with contract terms, budgets, deliverables, and documentation requirements.
• Review contract invoices for accuracy, alignment with contract terms and budget, required documentation, and deliverable requirements.
• Ensure invoices are properly stamped, reviewed, accurately coded, and routed for payment within five business days of receiving the invoice and required support.
• Track invoice status using Caspio and follow up on invoices stalled in workflow.
• Maintain monitoring files or Caspio/Excel reports to track cumulative spend, remaining balances, invoicing cadence, late invoices, contract end-date risk, renewal status, and issues requiring corrective action.
• Identify and elevate risks early, including late invoicing, documentation gaps, overspend risk, and end-date risk, with recommended corrective actions.
  
  

Program support, stakeholder coordination, and recordkeeping

• Purpose: Provide hands-on contract support and maintain audit-ready files across the contract lifecycle.
• Assist program staff with contract development and submissions by providing templates, guidance, and hands-on coordination from draft through execution.
• Coordinate across program, fiscal, legal, procurement, and leadership stakeholders to move contracts through review efficiently.
• Provide routine status updates to program leadership on contract progress, execution timelines, and invoice/payment status.
• Maintain organized contract files, including competitive documentation, drafts, approvals, executed agreements, amendments, invoice support, and related records consistent with retention requirements.
  
  

Preferred Qualifications

• Experience with contract development, procurement coordination, invoice review, contract monitoring, or fiscal administration.
• Experience using Excel trackers, SharePoint, or similar tracking systems to manage deadlines and documentation.
• Ability to interpret contract requirements, budgets, scopes of service, and invoice support documentation.
• Strong attention to detail and ability to maintain audit-ready records.
• Strong written and verbal communication skills, including the ability to communicate clearly with internal teams, external partners, and leadership.
• Strong Microsoft Office skills, including Excel, Outlook, Word, and PowerPoint.
• Ability to manage multiple priorities, track deadlines, follow up consistently, and maintain accurate records.
• Ability to work independently, exercise sound judgment, and complete assignments with minimal revision.
• Experience using databases, tracking tools, SharePoint, or similar systems to manage work and documentation.