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