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TBR | The College System of Tennessee

The Tennessee Board of Regents (TBR) is Tennessee's largest higher education system, governing 40 post-secondary educational institutions with over 200 teaching locations. The TBR system includes 13 community colleges and 27 colleges of applied technology, providing programs to students across the state, country and world.

Director, Contracts and Reporting

  • Nashville, Tennessee, United States
  • Staff
  • Staff Full-Time
  • Closing on: Feb 3 2023

Title: Director, Contracts and Reporting

Employee Classification: Other Professionals

Institution: System Office

Department: Service Center

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Director, Contracts & Reporting is responsible for ensuring that 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 Director, Contracts & Reporting executes complex contract processing and reporting utilizing sophisticated technology to provide professional services. The Director, Contracts & Reporting is also responsible for supervision of staff supporting the execution of contracts and reports. The Director, Contracts & Reporting works closely with the System Office and institutions of the TBR system and is expected to provide a high level of customer service to all institutions served.

Job Duties

  • 65% - • Manages the review, negotiation, and signing of institutional and system contracts; including non-competitive and competitive contracts • Manages the DocuSign and TBR Contracts Log process, including creation of templates, routing for appropriate approvals and signatures and inquiries regarding contract status and routing processes. • Manages all Order Form processing • Manages the contracts monitoring process with vendors, including coordination of contract issues and the fulfillment of activities covered by the contract • Responds to inquiries from the System Office Staff, the Council of Buyers, Contracts Officers and other institutional and external constituents of the TBR System regarding contracts • Develops training for the contracts review, revision, and routing processes • Drafts contracts and provides oversight for the maintenance of contract forms and templates • Responsible for staff maintenance of the TBR Contracts Log • Oversees maintenance of electronic contract files, user input, and monitoring and notification of contract expiration - (Essential)
  • 10% - • Communicates to employees and administration regarding contract related issues • Resolves escalated questions and contract processing concerns • Responds to vendor questions regarding System Office and system-wide contracts • 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)
  • 10% - • Ensures that staff maintain adequate and accurate records to support contract and reporting processes • Directs Associate, Contracts & Reporting to ensure timely and properly executed contracts and reporting activities • Ensures 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)
  • 10% - • Oversees the preparation and quality control of specialized contract reports • Provides training on required reports and associated changes in reporting requirements • Oversees institutional, TBR, State, and Federal required reporting, as well as ad hoc reports - (Essential)
  • 5% - • Performs additional duties as assigned - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 7 years of procurement or contract experience OR a high school degree/GED and a minimum of 10 years of procurement or contract experience OR a comparable combination of education and experience
• Experience or training in Windows operating system and Microsoft applications
• Supervisory experience

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
• Experience with Docusign or similar document routing/signature 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

 

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