Title: Associate, Contracts and Reporting

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center - Procurement, Contracts & Payment Services

Campus Location: Tennessee Board of Regents System Office

Job Summary

The PCPS Service Center at the Tennessee Board of Regents (TBR) supports the System Office, Technical Colleges of Applied Technology (TCATs), Cleveland State Community College, Jackson State Community College, Northeast State Community College, Pellissippi State Community College, Volunteer State Community College, and Southwest TN Community College within the following functional areas: Human Resources, Payroll, Finance, Procurement, Contracts & Payment Services, and Student Records & Financial Aid.

The Service Center, Associate, Contracts & Reporting is responsible for ensuring that all contracts 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 Service Center, Associate, Contracts & Reporting executes complex contract processing and reporting utilizing sophisticated technology to provide professional services. The Service Center, Associate, Contracts & Reporting works closely with the System Office and the institutions of the TBR System and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 60% - Contracts • Assists the with the processing of System Office, institutional and system-wide contracts • Assists in responding to inquiries from the System Office Staff, Council of Buyers, Contracts Officers, and other campus constituents of the TBR System regarding contracts • Advises System Office and institution staff in the preparation of contract documents • Performs contracts review process and revisions/amendments to contracts • Reviews contract requests for correct form usage and completion compliance • Responsible for order form processing for defined third party contracts • Assists with entering contracts information, setting up new users, uploading contracts to and maintaining the TBR Contracts Log • Assists with maintaining electronic contract files • Assists with the monitoring and contract expiration and renewals process • Serves as backup for other team members in their absence - (Essential)
• 25% - Customer Service • Communicates to employees and administration regarding contract related issues • Fields internal questions and researches contract processing concerns • Responds to vendor questions regarding contracts • Works cooperatively and effectively with other departments • Provides consultative services to System Office and institutions based on functional area expertise in support of contracts and reports related best practice implementation - (Essential)
• 10% - Training & Reporting • Assists in training related to contracting and reporting • Assists in the preparation of 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

• Associates Degree OR Administrative Assistant certificate OR a high school degree/GED, and a minimum of 3 years of procurement or contract experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft Office Suite 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 Banner or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of procurement and contract terminology and practices
• Broad knowledge of federal and state laws and guidelines
• 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
• 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

Physical Demands / Working Conditions