Contracts Coordinator, Financial Information Office: Haslam College of Business - UTK

This position is responsible for mitigating institutional risk related to all types of contractual agreements. As our college functions with a central business office instead of having Business Managers in each unit, this position is critical to the college ensuring that contracts are properly processed, executed according to agreed terms, funded timely, and managed in compliance with relevant fiscal policies. The role provides administrative coordination through the entirety of the contracting process, compliance review, and financial and administrative service to the HCB community for contract related functions. Additionally, this position continually looks for ways to strengthen internal processes through developing and administering trainings and identifying areas for process improvement. This position reports to the Partnerships & Scholarships Manager and will serve as primary backup support for coordination of sponsored projects. The Contracts Coordinator has contracts policy/procedure expertise, increased accountability, and accomplishes work independently with foresight to escalate issues to the supervisor when appropriate.

• Manage the HCB Contracts general email account - respond to daily inquiries regarding contracts and sponsored projects; take proper action on inquiries requiring research, processing, or execution of contract or related payments
• Work with departments to confirm requested services are necessary and cannot be performed satisfactorily and economically by available university resources and/or existing agreements. 
• Determine whether services are biddable and should be procured through the purchasing department of the campus or institute.
• Determine and proceed with the appropriate contracting method: competitive, noncompetitive, or informal agreement.
• Draft contracts, using the university’s standard contract form, whenever possible for the standard terms and conditions; Or review proposed contracts from associated vendors/organizations.
• Submit the contract through the appropriate review and approval process; Work in partnership with the UTK Contracts Office and other supporting units to successfully execute agreements. 
• Ensure that the services have been performed satisfactorily before approving a request for payment.
• Upon request and/or completion of contracts, determine appropriate payment method and process payments in compliance with university policy and contract terms.
• Coordination of sponsored projects with specific responsibilities critical to the success of the sponsored projects lifecycle, including:
  • Preparation of proposals, budgets, and justifications
  • Enter and route proposal information in Cayuse or other designated university system
  • Assist with proposal/award communications between ORIED, HCB FIO, and Faculty PIs
  • Monitor award account creations and expenditures through electronic ledger reconciliations
  • Prepare statements of final charges for supervisor's review/submission
  • Prepare sponsored project reporting upon request
• Regularly review expenditure data to determine if allowable, allocable, and consistently applied.
• Evaluate terms and conditions for efficient and compliant contract and account management.
• Manage numerous and competing deadlines to ensure contractual terms and conditions are met and the University is not exposed to financial liability due to missed deadlines.
• Develop, prepare, and maintain closeout of reports, financial documentation, and related work papers that accurately represent financial expenses to contractors and/or sponsors per University fiscal policy and sponsor guidelines.
• Participate and assist with internal and external audit related issues.
• Assist in the preparation of related training materials and the organization of workshops to provide guidance to Principal Investigators, Business Managers, and other departmental staff on contracts and sponsored projects policies/procedures.
• Stay abreast of Federal, State, and University regulations related to contract and research issues 
• Prepare regular reporting on active/pending contracts and associated payment status; Prepare customized managerial and financial reports for supervisor and Budget Director.

Required Qualifications

• Education: 
  • Bachelor’s degree required
• Experience: 
  • 3 years of accounting, contracts, or related administrative work experience
• Knowledge, Skills, Abilities: 
  • Ability to communicate effectively, including active listening skills, plus the ability to work with a diverse group of faculty, staff, administrators and other stakeholders.
  • Ability to prioritize and manage a high-volu